Posting a patient Refund

tmccormi wrote on Monday, February 06, 2012:

I am looking for feedback from users, etc about the best methods for posting a refund amount to the patient.   I can think of a few ways such as “enter and  “Adjustment” column with “Pt. Refund” as reason”  but I thought I’d see what others are doing…

yehster wrote on Monday, February 06, 2012:

This sounds like another feature to add to the “Practice management” gap analysis.

sunsetsystems wrote on Monday, February 06, 2012:

You can enter a negative payment amount.


jcahn2 wrote on Tuesday, February 07, 2012:

Ahoy Tony
IMHO the refund is NOT an adjustment to the charge for the procedure.  Our typical refund is a copay which must be returned to the patient such as : “No copay due on physical exams”.  Copay was collected at sign in, so you have been payed twice for the copay amount.  For a $20 copay and adjusted charge from $150 to $135 by the insurance co.: proper double entry accounting, maybe a picture is worth a few words:

Did this clarify or muddify?

OEMR Board

tmccormi wrote on Tuesday, February 07, 2012:

Thanks, though actually Jack, I understand double entry accounting just fine (I wrote an entire General Ledger system once for a small city in Texas).  Try designing a Trail Balance report for gov’t fund accounting :slight_smile:

Since OpenEMR still lacks in some fundamental accounting results I was wonder how other people actually posted this kinds of refunds and how they recorded them… the actual method used in OpenEMR versus the GAAP :slight_smile:


tmccormi wrote on Tuesday, February 07, 2012:

It kills me that I can’t edit the dang posts. 
I was wondering how other people actually posted these kinds of refunds

jcahn2 wrote on Tuesday, February 07, 2012:

Right.  I didn’t mean to patronize, just a way to clarify what is needed in my own mind.  At any rate, I wouldn’t change the Charge once entered (as some have proposed) for adjustments and refunds. 

At some point we need to decide if the entire office practice ledger will be incorporated into OpenEMR or only the portion needed to do practice management.

sunsetsystems wrote on Tuesday, February 07, 2012:

Let me try again.  Treat as a (negative) payment, not an adjustment.  You’re just settling up with the patient.  Easy.  :slight_smile:


This is not a real patient

We are trying to figure out the best way to post a refund to a patient’s chart.

I started by posting a payment of $45 to the patients chart.

This payment has been brought to my attention as an over payment by the patient I need to refund the payment that the patient made. So, on the payment screen I enter a $-45 to credit the patient with the over payment. Now the system shows both the payment and the credit of the same amount.

When I look on the patient ledger, the payment and the credit both show on the ledger as well. Now there is a record of the payment, and the refund of that payment

My question is about the methodology that is being used here. Is it best practice?

Can you give detail description how i gave refund to any patient

Here is the video.

  1. I think this is not a proper way for refund, if we enter negative amount for refund then there are lots of chance to get confuse during refund mount so that the calculation becomes incorrect.
  2. So can you suggest me any other method.
  3. If there is no module is build for refund amount then inform me so that we can build a separate module for refund amount, because in Indian market advance payment is most necessary before starting the treatment, once we recieve the advance money then some cases we have to refund the money to the patient after the treatment.

There is no refund module for the billing.

  1. Is there any module for advance payment?
  2. What is the role of batch payment module?
  3. can i use batch payment>pre_payment for advance payment?

OpenEMR already allows refunds and pre-payments through the Payment module:

It lists the current patient’s encounters and what payments are being or have been applied. In the case of this picture, Phil the demo pt only has 1 encounter:

As pictured above, the ‘check or reference number’ space is free text so it can include the word ‘refund’.
Make sure the ‘Patient Coverage’ says the right thing, then put the amount of the refund in the text area for the DOS that is getting refunded.

The ‘Generate Invoice’ button registers the payment and when the receipt is printed out, and also in the various reports that show these payments, the refund is displayed, and the balance for that encounter has been brought to $0.

As far as Advance Payments is concerned, OpenEMR is encounter- based. In relation to your question that means that you must have an encounter in the system to accept a pre-payment for it. So, when the pt wants to prepay, the front desk person can create a new encounter with the DOS of the appointment, then look it up in the Payments screen and accept a patient payment. This will give the encounter a negative balance against which future charges in the encounter will be counted.

Hope that works for you!
Best- Harley

As per your say the total process, my opinion is ,

  1. When we gave the refund through payment screen to the patient then we have to enter the negative amount. This happen when we have one encounter, when the patient have the multiple encounter then it’s difficult to pay the refund amount.

  2. For receiving advance payment in openemr it is difficult when the patient have multiple encounter, so from which encounter against we have the recive the advance payment when the patient have multiple encounter.

  3. I want to add a separate module to openemr so I want to create one tab, I have already added the button in standard.json file and give the path in that button , but when I click that button then a new tab is opened but it’s showing error page not found, can you assist me how I create a new tab