Issue Refunds
Use the Issue Refund feature to easily and effectively return money to a responsible party, or transfer overpaid funds to another patient contract.
-
Open the Post Transaction Window - Home or Patient or Patient Finances or Scheduler ribbon bar > 
Post Transaction.
Post Transaction Security - Your Edge Cloud security settings can allow or prevent operators from posting transactions. To set up this security access, open the Security editor and choose the security model to work with. Then click the Patient Financial security group, and set the Post Insurance Receipts and Charges and Post Insurance Receipts and Charges options to the appropriate access settings. (See "Set Up Security Access" for details about using the editor.)
The placement of the icon depends upon which ribbon bar you are using. If a patient record is already active, that patient's information will be loaded automatically. Otherwise, you use Fast Find (either typing information or swiping a registered reward card) to search for the patient to work with. (You can also post transactions from the Quick Access toolbar at the top of your Edge Cloud screen, and by right-clicking a patient's appointment in your Scheduler.)
You can set up Edge Cloud so that when you attempt to post a transaction before you finalize the Transaction Report for the previous day, you see a warning message before the Post Transaction window will open. You must then confirm your action before continuing. This feature helps you maintain the integrity of daily transaction postings. After you have seen the message once, you can select not to see it again that day, if you choose. (See "Financial User Options" for details.)
-
Select Patient and Billing Party - The patient's name, id number, office, doctor and any patient tag and visual tags appear at the top of the window. All associated contracts appear below. If this person's record has a visual tag applied, the appropriate color/shape appears beside the name. Choose the account to work with. If needed, you can use the Change Patient button at the bottom of the window to launch Fast Find and choose a different patient. If the patient has multiple responsible parties and / or contracts, select the account holder and contract to use. Insurance contracts are listed directly below the associated subscriber.
Display Current or Completed Contracts - By default, only currently active contracts appear in the list. If the contract you want
does not appear, enable the Display Completed Contracts option to be sure you are viewing all accounts associated with this patient.
Next Charge - The far right edge of the contract list at the top of the post transaction screen includes the next scheduled payment date and amount. You might use this information to ask the responsible party for their next payment amount in addition to any miscellaneous charges incurred during the day's visit.
Auto Receipt Contract - The AR column at the right of the post transactions window indicates whether the contract is set up with an Auto Receipts agreement.
-
Enable Refund Mode - Click the Issue Refund button at the left of the Post Transaction window, then enter the transaction details.
-
Refund Destination - Choose whether you want to issue money back to the responsible party, or transfer the refund amount to another contract.
Refund to Responsible Party - To return money to the responsible party, choose this refund destination, and select the refund payment method you will use for issuing the refund (i.e. cash, check, or a Payment on File account), Then enter the refund details, including the date, amount to refund, and a description.
If you want a printed receipt of the transaction, Enable the Display receipt after posting option to generate a receipt for the refund immediately after posting.
Apply Refund to Another Contract - To transfer money to another contract or another patient, choose this refund destination, and enter the amount to refund. Then, you can either select to transfer that amount to another contract for the patient, or another Patient (such as a sibling's account).
-
Post the Transaction - Click Post.Edge Cloud calculates the new account balance and amount due, and asks you to confirm the transaction. Click Yes to complete the process, or click No to exit without posting the transaction.
Last Posted Transaction - The last transaction you posted appears at the right of the post transactions window for your reference. This helps prevent duplicate posting errors. In addition, when posting a charge, receipt, or refund, you can click Audit to review the posting details of this last-posted transaction. (You can use your Financial User Options to choose whether or not to display this information. See "Financial User Options" for details.)
Completed Contracts Option - Contracts that are fully paid do not appear in the list of accounts when you are posting transactions unless you enable the Display Completed Contracts option at the top of the window.
Open Ledger From Post Transaction Window - Click a responsible party name in the Account Holder column of the contract list that's displayed at the top of the Post Transaction window to open the patient's Finance page to the ledger details. You may need to drag the Post Transaction window to another location on your screen, or minimize it to your task bar in order to view the transactions.
Refund Tracking - The Receipt Adjustments section of your Transaction report lists transactions posted as receipt adjustments and refunds. These transactions are not included in your deposit total. In addition, refunds appear as receipt adjustments in the patient ledger.
