Returning Products

  1. Open the Fee Slip Item Return window using one of the following methods:
    • Open a patient’s ledger. For more information on opening a patient’s ledger, go to Opening a Patient’s Ledger. Select a fee slip, fee slip line item, or product refund line and click Returns or right-click on a fee slip or product refund line in the Patient or Patient/Insurance tab and select Returns or Return Item.
    • Click Tasks on the main window toolbar and select Return Product. Type a fee slip number in the Fee Slip # text box and click Get Slip.

      Type a fee slip number in the Fee Slip # text box and click Get Slip to view other fee slips for the patient, if available.

  2. Select the person recording the transaction from the Recorded By drop-down menu, if this field is not locked.
  3. Select the product(s) to be returned:
    • Click Select All to select all products listed on the fee slip.
    • Click Unselect All to deselect all products listed on the fee slip.
    • Select the check boxes of the individual product(s) to be returned.
  4. For each item selected, perform the following steps as needed:
    1. Change the number in the Qty Ret column if the patient is not returning all of the units originally purchased.
    2. If there is a nonrefundable amount for this product, type the amount in the Non-Refundable Amt column and select a reason for not refunding the entire amount from the Reason column drop-down menu.

      You can record a nonrefundable amount even if the patient has not made a payment. This record creates a patient balance for a nonrefundable amount and displays an amount in the Adjustment column in the Patient Ledger window.

    3. Select the Do NOT update Inventory check box to return a product without adding it back into an inventory list.

      Only products recorded on fee slips can be added back into inventory.

    4. If the patient is eligible to receive a refund on the copayment, select the Refund Co-Pay check box.
  5. Select a reason for the return from the Reason for Return drop-down menu.
  6. Select the patient refund method. Select the On Account check box to add the returned amount to the patient’s credit balance;

    OR

    Click the Check, Cash, Debit, Credit, or Other tab and follow the instructions below for the refund method that you selected.

    • To issue the refund in the form of a check, type the refund amount and check number in the Amount and Check # text boxes. Type the bank routing number in the Bank # text box as needed.
    • To record a cash refund, type the refund amount, the amount of cash given to the patient, and any change that the patient returned to you in the Amount, Tendered, and Change text boxes.
    • To record a refund to the patient’s debit card, type the refund amount in the Amount text box and select the card type from the Type drop-down menu.
    • To record a refund to a patient’s credit card, type the refund amount in the Amount text box and select the credit card type from the Type drop-down menu.
    • To record another refund type, type the refund amount in the Amount text box and select the refund type from the Type drop-down menu.
  7. To apply a refunded insurance amount to a patient credit, select the Apply Refund to Patient (On Account) check box.
  8. Type comments in the Comments box, if necessary.
  9. If the lab order must be canceled, click the Rx Order Status Mark as ‘CANCELLED’ check box and call the lab to cancel the order.
  10. Click Record.

In addition to the procedure above, watch this video.