Process a Client Refund in NextStep Billing

Link copied!

About

Client refunds are processed in NextStep Billing. The steps to take to do this vary depending on whether or not you use the Payment Center (SwervePay) and if the payment has already been applied to a Line Item. To review the steps for refunds expand the section below that applies to your Agency.

Payment Center (SwervePay) Users

Refund a Client Payment that Hasn't Been Applied to a Line Item  

1. Follow the steps in Refund a Payment from the Payment Center depending on your Agency's Scheduler integration.
2. If the client credit was not previously applied to a Line Item, it is deleted from the Unapplied Private Pay Payments Form (File > Billing > Unapplied Private Pay Payments).

Refund a Client Payment that Has Been Applied to a Line Item   

1. Follow the steps in Refund a Payment from the Payment Center depending on your Agency's Scheduler integration.
2. If the payment was previously applied to a Line Item, in the Unapplied Private Pay Payments Form a reversal is displayed (File > Billing > Unapplied Private Pay Payments).

1. Search for the Line Item associated with the client and receipt number. Navigate to the Line Items Filters Form: Billing > Line Items.
2. Enter Case No. and click the Search button or click the Search button and search by other details.
3. Select the client and click the Ok button.
4. Click on the Line Item the previous credit was applied to and click the Ok button to open it.
5. Click the Transactions button.

1. On the Transactions List tab, highlight the transaction and click the Delete button. This will delete the associated transaction so that it goes back to the Unapplied Private Pay Payments Form as an unapplied credit.
2. A prompt is displayed, "You have chosen to delete this record. Please click Yes to Confirm or No to cancel." Click the Yes button.
3. A prompt is displayed, "This Private Pay payment will be moved to the Unapplied Private Payments." Click the OK button.
4. In the Unapplied Private Pay Payments Form, highlight the reversal and click the Delete button.
5. With the credit available again in the Unapplied Private Pay Payments Form, manually create a Line Item for a Refund Activity Code and post the credit to that Line Item. Navigate to the Line Items Filters Form: Billing > Line Items.
6. Click the Cancel button.
7. In the Line Items List, click the Ok button.
8. In the Line Item Form, click the Add button.
9. Add the Case No, Event date, Start Time/End Time (these fields need to be filled out but it does not matter what you enter here), select the Agency ID and Activity Code (REFUND), select the staff ID (usually the biller or admin staff), select Self-Pay from the Insurance ID, add Quantity of 1, and the total of the refund in the Billed Amount field. Click the Save button.

Non-Payment Center (SwervePay) Users

Refund a Client Payment that Hasn't Been Applied to a Line Item

Option 1: Delete it from unapplied payments

1. From within the Billing Engine, navigate to the Unapplied Private Pay Payments Form: File > Billing > Unapplied Private Pay Payments.
2. Search for the client.
3. Click the Search button. The unapplied client credits are displayed.
4. Highlight the credit that was refunded to the client and click the Delete button.

Option 2: Apply it to a Line Item with a Refund Activity Code. This allows you to run a report to track any refunded money.

1. From within the Billing Engine, navigate to the Unapplied Private Pay Payments Form: File > Billing > Unapplied Private Pay Payments.
2. Search for the client.
3. Click the Search button. The unapplied client credits are displayed.
4. Keep the Unapplied Private Pay Payments Form open and navigate to the Line Items Filters Form: File > Billing > Line Items.
5. In the Line Items Filters Form, click the Cancel button.
6. In the Line Items List, click the Ok button.
7. The Line Item Form is displayed. Click the Add button to manually create a Line Item.
8. Add the Case No., Event Date, Start Time/End Time (these fields need to be filled out but it does not matter what you enter here), select the Agency ID and Activity Code (REFUND), select the Staff ID (usually the biller or admin staff), select the Insurance ID as Self-Pay, add Quantity of 1, and add the total of the refund in the Billed Amount field. Click the Save button.
9. In the Unapplied Private Pay Payments Form that you still have open, click the Apply Individual button.
10. A prompt is displayed, "You have chosen to apply this individual record. Please click Yes to confirm or No to cancel." Click the Yes button.
11. The manual Line Item you just created for the refund should be displayed. Select the Line Item and then click the Ok button to post.

1. A prompt is displayed, "1 Line Item(s) have been paid!" Click the Ok button.

Refund a Client Payment that Has Been Applied to a Line Item

1. Search for the Line Item associated with the client and receipt number. Navigate to the Line Items Filters Form: Billing > Line Items.
2. Enter Case No. and click the Search button or click the Search button and search by other details.
3. Select the client and click the Ok button.
4. Click on the Line Item the previous credit was applied to and click the Ok button to open it.
5. Click the Transactions button.

1. On the Transactions List tab, highlight the transaction and click the Delete button. This will delete the associated transaction so that it goes back to the Unapplied Private Pay Payments Form as an unapplied credit.
2. A prompt is displayed, "You have chosen to delete this record. Please click Yes to Confirm or No to cancel." Click the Yes button.
3. A prompt is displayed, "This Private Pay payment will be moved to the Unapplied Private Payments." Click the OK button.
4. With the credit available again in the Unapplied Private Pay Payments Form, manually create a Line Item for a Refund Activity Code and post the credit to that Line Item. Navigate to the Line Items Filters Form: Billing > Line Items.
5. Click the Cancel button.
6. In the Line Items List, click the Ok button.
7. In the Line Item Form, click the Add button.
8. Add the Case No, Event date, Start Time/End Time (these fields need to be filled out but it does not matter what you enter here), select the Agency ID and Activity Code (REFUND), select the staff ID (usually the biller or admin staff), select Self-Pay from the Insurance ID, add Quantity of 1, and the total of the refund in the Billed Amount field. Click the Save button.