Overcharged patient, how to edit transaction & add a credit to their account

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I have overcharged a patient for their service, how do I correct this in transactions and add a credit onto their account for next time they are billed?
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Renae Marie

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Posted 1 year ago

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Andrea

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Can you delete the incorrect transaction & payment, re-enter correct amounts (change date of payment to match date of service), and then create a payment for the balance which will give patient a credit?  
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Renae Marie

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I can do that as far as I know this works I will have to try it. Does it matter that you delete the incorrect transaction replacing it with the correct amount? 
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Andrea

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As long as you enter the credit amount with the same date, the total payment remains the same ... your daily balances should be the same as the original entry.  
  
(Edited)
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In Stride Health Clinic

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Or you can just add the extra amount as an unallocated payment.  Change the date of transaction to reflect the actual date of transaction.   It will show up with brackets around the extra credit on account.

If you remove original transaction.  Bill original service.  do payment to account - allocated to date of service and remaining to unallocated transaction.  Change dates to reflect relevant date to match your eft transaction dates.  This pays the original service and put extra onto the account as a credit.

Make a note in the warning pop up to use credit at next account - in case someone else does the payment.

Sharon
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Steven, Business Care

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Hi Renae

There are two ways to handle this situation. 

1. Process a refund for the overcharged amount from the patient’s Transaction tab

On the Transaction tab, select Refund:



Enter the amount that needs to be refunded, in this case $20, double-click the item that was overcharged and then select OK.



If the patient is still in the practice, you can finalise the refund with them on the spot. If the patient has left the practice, then you may decide to call them to obtain their details to process the refund with a bank transfer. 

2. Delete the original transaction, reprocess it correctly and add an account credit

The alternative is as Andrea has explained above, which involves deleting the incorrect transaction, rebilling the item correctly and adding an unallocated account credit. I have detailed this process below. 

In this example, we have overcharged our patient $20 and have informed them that their account has a $20 credit.

First, we delete the original transaction by right-clicking it and selecting Delete Item. You may need to speak with your practice manager if you do not have permission to delete transactions in Front Desk. 



We then reprocess the transaction using the Bill method. 

Select the item that needs to be billed, set the Fee to the correct amount and manually set the Payment to the total of the original transaction and select Add. This will add an unallocated credit for the overcharged amount to the patient’s account.



If you are correcting a transaction that was billed on a previous date, then you will also need to edit the date of entry of the corrected transaction on the Transactions tab of the patient’s file. 

Right click on the payment lines and select Edit Date of Entry to change the date to the original transaction date. 



Next time the patient comes in, there will be a credit on their account which will automatically be applied on the Payment Type screen.