Refund management is a critical aspect of maintaining financial records and client trust within the Digitail platform. This guide provides step-by-step instructions for performing a reversal refund and using client credit to close an outstanding balance on a client account.
Steps to Perform a Reversal Refund
Navigate to the patient's record within Digitail.
Open the Billing section to locate the original payment.
Select the Refund option next to the original payment. Note that this action initiates a refund, distinct from a product return or service credit.
Enter the refund amount you need to reverse. - The refund process automatically adjusts the financial records: the "Amount Paid" will decrease, and the "Amount Due" will increase by the corresponding refunded amount.
After completing the refund process, you’ll observe an outstanding balance on the client’s account associated with the sale.
Steps to Apply Client Credit to Close the Balance
Return to the Billing section, and locate the outstanding balance from the refunded transaction.
Click on the Add Payment button to close the balance.
Select Client Credit as the payment method and confirm the payment. This will use the client's existing credit to settle the outstanding balance.
By following these procedures, refunds can be managed effectively, ensuring financial records align accurately and reducing the risk of transaction discrepancies.
Best Practices
Double-check the refund amount and apply it correctly to prevent over- or under-refunding.
Always validate the payment method, ensuring client credits and balances are applied properly during the settlement process.
For more detailed guidance, refer to Digitail’s official user manuals or contact support for step-by-step instructions tailored to specific scenarios.
Steps to Correct Billing Errors in Digitail
Overview
Managing billing errors in Digitail involves specific workflows to ensure accurate financial records. Below is a detailed approach for correcting invoices issued under incorrect patient names.
Instructions for Correcting Invoices
Delete Incorrect Sales Entries: Navigate to the Sales Report and delete the sales entries associated with the incorrect patient, automatically refunding paid amounts as client credit.
Recreate Sales for the Correct Patient: Open the correct patient profile, re-enter sales items from their associated medical record, and align these with corrected information.
Use Client Credit for Payment: Apply the refunded client credit to settle outstanding payments during the new invoice creation.
Note on System Limitation
Digitail currently does not support automatic reversal invoices. Corrections must be performed manually by following outlined workflows. Through these steps, you can manage invoice corrections efficiently within Digitail.