After credit payments can no longer be voided, you can process integrated refunds to put that specific amount back on patients' credit or debit cards. You can also process independent refunds for any amount, at any time, and to any card.
Watch this video to learn how to process integrated and independent refunds. (Duration 1:57)
Key Information
An integrated refund is linked to a previous credit or debit payment. An integrated credit refund must be processed after the payment can no longer be voided; conversely, an integrated debit refund can be processed immediately. This type of refund does not require a card or a PINpad (the money is refunded to the card that was used for the initial payment); however, the refund must be for the full amount of the initial payment.
An independent refund is not linked to any payment, and it can be processed at any time, and in any amount; however, it does require a patient's credit card (or number), and it must be processed on a PINpad. Also, you cannot use a Dentrix Pay "saved" card for independent refunds.
To display the Process Card button in the Enter Adjustment window, select an adjustment type that is denoted by a plus (+) sign (to refund/increase the patient's balance). The button will not display if a minus (-) sign adjustment is selected.
If you attempt to delete a Dentrix Pay refund from the Ledger, you will be warned that deleting removes the refund from the Ledger but it does not remove the refund from the merchant account. Also, if you delete the refund, it no longer exists in the Ledger, and you can no longer print receipts for it.
For convenience with reports, you may want to create a specific adjustment type for voids/refunds, such as "+ Credit Card Void/Refund." (To do so, open the Office Manager and click Maintenance > Practice Setup > Definitions > Adjustment Types.)
