You can refund a patient's credit card for the amount of payment that was posted in Ledger if the payment is associated with an Axia credit card transaction. If the transaction has not been settled yet by Axia (no money has been transferred yet; this usually happens at the end of the business day), the credit card transaction will not be handled as a refund but will be voided.
Note: Posting credit card refunds requires the "Guarantor Payment, Edit" and "Debit Adjustment, Void/Refund" security rights.
To post a refund
With a patient selected in Ledger, double-click an Axia credit card payment.
If applicable, do one of the following:
If the Password - Guarantor Payment, Edit dialog box appears, user verification has been assigned to the "Guarantor Payment, Edit" task. Do one of the following:
If your user account has been granted the "Guarantor Payment, Edit" security right, enter your credentials in the User ID and Password boxes, and then click OK.
If your user account has not been granted the "Guarantor Payment, Edit" security right, have a user with permission temporarily override this restriction so you can edit a patient payment this one time. The overriding user enters his or her credentials in the User ID and Password boxes and then clicks OK.
If a message appears, informing you that you do not have rights to this operation, your user account has not been granted the "Guarantor Payment, Edit" security right. To have a user with permission temporarily override this restriction so you can edit a patient payment this one time, do the following:
On the message, click Yes.
In the Password - Guarantor Payment, Edit dialog box, the overriding user enters his or her credentials in the User ID and Password boxes and then clicks OK.
The Edit Credit Card Payment dialog box appears.
Notes:
You cannot change the Operator, Date, Amount, Credit Card Terminal, Ext. Trans ID, or Int. Trans ID.
If the payment was made offline, to view the payment details and approval codes that were entered, click Offline Approval Codes.
Select the Void/Refund checkbox.
The dialog box changes.
In the Type list, select the adjustment type that you want to use for the refund. Only the charge (+) adjustments (in the Practice Definitions) that are associated with Axia credit card processing are available.
Click Void / Refund.
If applicable, do one of the following:
If the Password - Debit Adjustment, Void/Refund dialog box appears, user verification has been assigned to the "Debit Adjustment, Void/Refund" task. Do one of the following:
If your user account has been granted the "Debit Adjustment, Void/Refund" security right, enter your credentials in the User ID and Password boxes, and then click OK.
If your user account has not been granted the "Debit Adjustment, Void/Refund" security right, have a user with permission temporarily override this restriction so you can refund or void a credit card payment this one time. The overriding user enters his or her credentials in the User ID and Password boxes and then clicks OK.
If a message appears, informing you that you do not have rights to this operation, your user account has not been granted the "Debit Adjustment, Void/Refund" security right. To have a user with permission temporarily override this restriction so you can refund or void a credit card payment this one time, do the following:
On the message, click Yes.
In the Password - Debit Adjustment, Void/Refund dialog box, the overriding user enters his or her credentials in the User ID and Password boxes and then clicks OK.
A message appears, stating whether the refund was processed or not.
Click OK.
One of the following occurs in Ledger:
If the payment has been applied to any procedures in history, individual offsetting charge (+) adjustments for the amount of the allocation for each procedure are posted.
If the payment has been applied to procedures that are not in history, the allocations will be removed, and an offsetting charge (+) adjustment for the full payment amount is posted.