Simple Non-Approval Refund
Feature Overview
⚠ OPTIONAL FEATURE
Simple Non-Approval Refund is not enabled by default. It must be manually added to the account by a developer or admin before it can be used.
What Is Simple Non-Approval Refund?
Simple Non-Approval Refund lets you create a refund directly on a billing record without requiring a formal approval workflow. It is designed for situations where a refund needs to be issued quickly — to a patient, an insurance payer, or against a specific charge or recoupment — without going through a multi-step review process.
How to Use It
- Select the record you want to issue a refund on.
- Trigger the Simple Non-Approval Refund action.
- A "Verify Refund" window will appear. Fill in the required fields and click Submit, or click Cancel to exit.
- The refund is created and the page refreshes automatically.
Fields in the Verify Refund Window
- Post Date — The date the refund should be posted. Defaults to today.
- Refund Reason — Select the reason code for the refund from the dropdown list.
- Refund Amount — The dollar amount to be refunded.
- Memo — An optional note about the refund.
- Check Number — Optional. The check number associated with this refund.
What Records Can It Be Used On?
This action works on four types of records:
- Payment — Issues a refund against an unreconciled payment amount.
- Patient — Issues a refund across the patient's unreconciled payments. Can be filtered by practice.
- Charge — Issues an insurance refund against a specific billing charge, tied to the payer.
- Recoupment — Issues a refund against a recoupment record's remaining balance.
Heads Up
- Refund Amount and Refund Reason are both required. The action will not proceed without them.
- If the refund amount is more than what is available, the refund will be automatically reduced to match the available balance and you will see a warning message.
- For charge refunds, the system checks for duplicate unapplied refunds on the same claim and payer before proceeding. If a duplicate is found, the refund will not be created.
- Only one record can be refunded at a time — batch processing is not supported for this action.
Getting Access
This feature must be manually added to your account by a developer or admin. Contact your admin or support team to request access.