Accounting/Financial Report - Refunds

You can use the Refunds Report to find payments (either insurance or patient payments) that were refunded during a given date range, or to find payments posted during a selected date range that have been refunded.

This documentation contains the following sections:


  • Select Providers/Select Offices: You can use these filters to show only refunds associated with the selected providers/offices. This filter is based on the provider and office listed in the refunded payment:
  • Start/End Date: If you do not wish to use the pop-up menu to automatically populate the start and end date, you can manually enter a date range here.
  • Showing: Today/This Month/This Year: You can use this pop-up menu to automatically populate the Start/End Date fields to run the report for the current date, the last month, or from January first of the current year.
  • Use Refund Date/Use Payment Posted Date: You can use these radio buttons to choose to filter the report based on the date the refund was issued (Use Refund Date), or the date the payment was originally entered into the computer (Use Payment Posted Date).
After setting your filters, click the Apply button to see your results.
The Refunds Report results are broken down into 4 types of refunds. The first section of the report shows the refunds that have been issued for patient payments.
  • Refund Date: This is the date associated with the refund. This defaults to the date the refund was posted, but can be edited in the refund window, as illustrated below.
  • Primary Last, First: The first column lists the name listed in the Primary tab of the patient's account, last name first.
  • Account #: The Account # column lists the MacPractice account number associated with the refund.
  • Refund Amount: This column lists the dollar amount of the refund, as entered in the Refund window.
  • Reference #: The Reference # column displays the reference number for the refund.
  • Payment Amount: This column lists the total amount of the original payment. Unless the whole payment was refunded, this number will be larger than the Refund Amount column.
  • Payment Date: The final column lists the date the original payment was entered into the computer. It is important to note that this is the posted date of the payment, not the procedure date associated with the payment.
Below the patient payment refunds, there are 3 sections of insurance refunds:
  • Refunds to Patients: Generally you will use the "Refund to Patient" option when an insurance overpays on a procedure and you wish to apply the overpayment to other charges on the patient's account. To issue a patient refund from an insurance payment, check the Refund to Patient checkbox in the insurance payment refund window.
  • Refunds to Providers: Provider Refunds are usually issued in response to instructions from the insurance company on the EOB.
  • Refunds to Insurance: There may also be times when the insurance company simply wishes you to refund payments or overpayments directly to the company. To issue a standard insurance company refund, do not click either the Refund to Provider or Refund to Patient checkboxes in the insurance refund window.
The Refunds of Insurance Payments breakdown has all of the same information as the Refunds of Patient Payments area, but adds the Carrier column (H) which displays the insurance carrier the original payment was associated to.
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