Refund an Organisational Receipt

This article covers how you can refund organisational, health fund, or third party billing receipts.

For these types of accounts, the Refund button will not be visible on the invoice in the patient's Account tab. Instead, organisational receipts must be refunded through the Banking Report.

 

Automatic receipt (Claims Control)

On some occasions it may occur that you need to refund a receipt that Gentu has processed automatically.

Health funds will normally pay for claims in bulk/in a lump sum - for instance if you have sent 5 different claims to the same health fund within a few days of each other, it is likely that the health fund will pay for all of the claims in one lump sum payment. When this happens:

• The fund will pay one lump sum into your bank account, which covers the total cost for multiple separate claims.
• The fund will return an Electronic Payment Advice to your Gentu advising of the payment amount.
• Each of the claims that were paid in the same Electronic Payment Advice will share the same payment reference number.
  • The payment reference number will appear underneath the "Auto receipted" notification for the claim.
    
• Gentu will automatically process a receipt transaction for the entire lump sum amount. You can view a record of this receipt in the Banking Report:
  

If it happens that you need to refund an automatic receipt for one claim; and the receipt also covers other claims, then it will be necessary to manually re-receipt the other claims.

 

Before you begin

Before you refund an automatic receipt, locate the claim in Claims Control (note that it may be in the Finalised tray).

Click on the payment reference number within the Payment Reference column to open the payment advice window.

In here, you'll see details of the payment made to you by the claim, such as the total amount paid, and any claims which were covered by this remittance.

• Note down the payment date and the payment reference number in this window.

In the example above, you can see that there were two claims paid by this one payment advice, for a total of $177.35.

If we refund this automatic receipt, both invoices listed in this payment advice will have their receipts refunded.

We would then need to manually re-receipt the correctly paid invoices to finalise them.

If you only need to refund the payment for one of the claims in the payment advice, then you must note down the Claim IDs for any additional claims listed in the payment advice window so they can be re-receipted manually after the refund is complete.

 

Refund an auto receipt

After you note down any additional claims paid in the payment advice, we can proceed with reversing the automatic receipt.

1. Navigate to Financials > Banking Report.
2. Use the drop down menu at the top of the screen to select the date period which covers the auto receipt's payment.
   
3. Locate the automatic receipt payment in the list using the payment reference.
4. Click the Reverse icon  to open the invoice refund window.
   
5. Enter the Reason and Description for this refund, then click Reverse Payment to confirm.
6. The payment reversal will be recorded in the Banking Report on the same day as the original auto receipt.
   

 

Finalise the invoice

If the entire invoice needs to be canceled/nullified after being refunded:

1. Open the invoice from the patient's Account tab
2. Adjust the item balance(s) down to $0
3. Save the invoice.
   1. You may also wish to add an Invoice Note to explain the circumstances.

If only one invoice item was refunded: 

1. Open the invoice
2. Adjust the incorrect item's balance to $0
3. Save out of the invoice
4. Re-receipt the remainder of the invoice via Organisational Remittance.

If there were multiple invoices paid in the same payment advice:

1. Refer to your notes from earlier to determine which invoices were paid in the payment advice.
2. Re-receipt the invoices via Organisational Remittance.

 

Manual receipt (Organisational Remittance)

If you need to reverse a manual payment which was made for a health fund or a third party account holder, you can do so via the Banking Report.

1. Open Financials > Banking Report.
2. Use the date picker to select the date range which covers the date of receipt for this account.
3. Find the receipt in the list of transactions.
4. To the far right hand side you'll see the Reverse icon.
5. Click this to open the invoice refund window.
6. Fill in the details as prompted.

Once you have refunded the receipt via the Banking Report, the invoice will have no payments recorded against it and will therefore have an outstanding balance.

You can then fix the invoice as needed, for example by voiding it or by adjusting its item fees down to $0.