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Edit, Delete and Refund Client Payments

Whether you need to correct a mistake made entering a payment or a client requested a payment to go toward a different date of service, TherapyNotes makes editing or deleting payments simple.

 

Role Required: Practice Biller or Biller for Assigned Patients Only

 

To Edit a Client Payment:

  • Click Patients > Patient name > Patient Billing tab
  • In the section labeled Search Billing Transactions, select All Items from the filter options. Payments appear in the transactions list with a light blue background. 

Tip: To search for a specific payment, select Custom from the filter options. Select your search criteria from the dropdowns, and select Payments Only from the Items dropdown. Click the Search Billing Transactions button.

 
  • Click the date of service for the payment you want to edit.
  • Click the Edit icon in the upper right corner of the Patient Payment box to edit.

  • Edit the Payment Method, Payment Date, or Payment Amount, edit the values in the Payment Allocation column to reallocate the payment to the appropriate dates of service, or absolve the client of payment responsibility using the Write-Off checkboxes.

  • Click the Save Payment button.

To Delete a Client Payment:

Note: Deleting a payment does not create a refund for the client, it deletes it from the system. Refunds must be entered separately to properly record them.
  • Click Patients > Patient name > patient Billing tab
  • In the section labeled Search Billing Transactions, select All Items from the filter options, or select Custom to select specific search criteria. Payments appear in the transactions list with a light blue background. 
  • Click the date of service for the payment you want to edit.
  • Click anywhere on the Patient Payment box to edit.
  • Click the Delete this Payment link in the lower right corner.

  • A dialog titled Permanently Delete Payment Record will appear. Click the Delete Payment button.

Refund a Client Payment 

In order to refund a patient, there first must be an unassigned credit in their chart. 

To create an unassigned credit from an existing payment:

  1. Click Patients > Patient Name > Billing tab

    • Option 1: Click the date of payment you want to refund.
    • Option 2: Click the date of service you want to refund. Click the History tab > Click the relevant payment next to Direct Payment.

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  2. Click Edit in the top right.
  3. Remove the allocation from the date(s) of service you need to refund and leave the allocation field(s) blank.
  4. Click Save Payment.
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  5. TherapyNotes notifies you that you are creating an unassigned credit. Click Save Payment Anyway.

To learn more on how to create an unassigned credit, read Create and Apply Unassigned Credit.

To refund a client payment:

  1. Click Patients > Patient Name > Billing tab > Click Enter Refund.
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  2. Enter the refund Amount and Date of the refund.
  3. If you want the refund to apply to a particular Clinician's Revenue Report, select the Clinician from the dropdown.
  4. If Integrated Payment Processing is turned on, either select to record a refund that was already paid or process the refund to the card designated in the dropdown.
  5. Add any comments if needed, then click Save New Refund.
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If a patient payment was deleted instead of refunded:

While there is not a way to undo a payment once it has been deleted, the payment can be recorded again using one of the following options to issue the refund:

Option 1: Enter a Miscellaneous Credit

  1. Click Patients > Patient Name > Billing.

  2. Click Enter Misc. Credit.

  3. Enter the Credit Amount.

  4. Enter the Credit Reason with the deleted payment information.

  5. Clear out the allocation boxes to see an unassigned credit in green at the bottom of the page.

  6. Click Save New Credit.

Option 2: Enter Patient Payments