Billing to Debt Management (Web App)

The user manual is currently being updated with new features. An updated version will be available shortly. We thank you for your patience.

A New Refund to a Patient is also referred to as Payment to the Patient. The term is used when a refund to the patient must be done. The Debtor's statement will indicate that the money has been returned to the Patient. The amount on the account will then display as positive on the Audit Statement indicating that there are no more funds owed to the Debtor.

• This user manual will start on the Account Details screen. 

• For more information on how to navigate to the Account Details screen, please refer to the user manual: Account Details Overview.

• Click on the New Patient Refund button, on the Account Details Sidebar.

• The Capture Refund screen will open.

• An explanation will be given for each field and option that is required to Refund a Patient:

• Date: The year, month and day (yyyy-mm-dd) that the Refund took place.
• Click on the Date field, to open the date picker, if the user would like to change the date.

• Click on the desired date to make a selection.

Please Note: The Default date will be today's date.

• Cash Ledger: The Financial journal that contains all the transactions for a specific type of receipt and payment. The entries will be posted to a general Ledger. Examples of Ledgers: Card, Electronic, Petty Cash, Bank, Cash, Corrections, Cheque.
• Click on the Please specify a Ledger type... drop-down menu to select from which ledger the funds will be allocated.

Please Note: The user will have to make sure that the refund is paid from the right account to the right account.

Please Note: The options that are available will be determined by the ledgers that have been set up for the Practice. For more information on how to add a new ledger, please refer to the user manual: Add a New Ledger.

• Payment Type: The method that has been used by which the payment has been received. For example, Cash, Cheque, Credit Card, Electronic or Co-Payment. 
• Click on the Please specify payment type drop-down menu to select which payment type the Patient used.

• Select the relevant Payment type that the Patient used when making a payment.

• Comment: Will Contain the reason for the Refund.
• Type in the relevant information.

• Reference Number: The user is allowed to add an identifying Reference Number, for any inquiries that may come up regarding the particular Refund.
• Type in the relevant information.

• Type in the amounts that the user would like to allocate in the relevant Pat.Amount/MA Amount fields that correspond with the Refund amount.

Please Note: As the user types in the amounts in the Med. Aid amount fields, the Unallocated field, on the left side of the screen will become less as the system makes automatic calculations.

• For more information regarding the other features and options that are available, please refer to the user manual: Receipt Screen (Overview).

• Click on the Close button to cancel the Refund process and return to the Account details screen. The changes the user made will not be saved.

• Click on the drop-up menu next to the Post button for more options.

• Click on the Post and Print button, in order for the transaction to be posted to the system and the receipt to be printed. The Capture Refund screen will close and the user will return to the Account Details screen.

• Click on the Post button to post the transaction to the system, the Capture Refund screen will close automatically and the user will return to the Account Details screen.

• The User will return to the Account Detail screen.

• Click the Statement drop-down button, on the Account Details sidebar.

• The Statement drop-down menu will open.

• Click on the Audit Statement button.

• An Audit Statement will be generated for the selected Debtor containing the Transactions between the Debtor and the Practice and will download to the user's device.

• Click on the downloaded Audit Statement.

• The Audit Statement will open. The refund that has been posted to the Debtors account will display as well as all other transactions that have been completed at the Practice.

Please Note: The Refund Transaction information will only display on the statement if the Outstanding balance is equal to or more than 0.01 rands.

• For more information Regarding Printing an Audit Statement, please refer to the Audit Statement section in the user manual: Print Statement.