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This article explains how to process patient refunds in the EHR with automatic updates to Elation Billing.

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Overview

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What are Integrated Refunds?

In the EHR, using Refund or Mark Refunded will apply the following changes in Elation Billing:
  • Update the Payment amount to $0
  • Update the Check Number to Refunded
It will NOT update or remove any Superbills that have been added to the Payment.

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Workflow Instructions

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Processing a Refund

  1. Navigate to Patient Payment Report - In the EHR (not Elation Billing), navigate to Reports → Patient Payment Report.
  2. Refund or Mark Refunded - Once you’ve found the Patient Payment you wish to refund, use the Actions button:

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    For Cash/Check Payments → Mark Refunded

    Actions menu expanded showing three options: Mark Refunded (highlighted), Resend receipt, and View receipt. Arrow points to Mark Refunded for cash/check payments.

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    For Credit Card Payments → Refund

    Actions menu expanded on a payment row, with an arrow pointing to the Refund option for processing credit card payment refunds.
  3. Review in Elation Billing - Verify the refund was processed correctly.

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    Before the Refund

    The payment will look something like this: Payment #761 for payer Took, Peregrin showing 100 payment, no Check Number, and CPT 99213 on Superbill 464 fully paid and settled with 0 balance.

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    After the Refund

    • The Check # has been updated to Refunded
    • The Payment amount has been updated to $0
    • The Unapplied amount will represent the amount that is now over-applied to any Superbills
    Payment #761 after refund: Check # shows "Refunded" (arrowed), Payment is 0, and Unapplied shows -100.00, indicating the over-applied amount on Superbill 464.