If a patient over-pays, or makes a pre-payment and then does not proceed with treatment, a refund may be given, which will reduce the balance on their account.

Cash Refund

If a patient overpays at the time of consultation (by way of a cheque), then a cash refund could be given depending on the sum involved and the amount of cash on hand. If this is the case, then the amount of cash available to be banked will be reduced by the amount of the cash refund.

Cash refunds should not be confused with change given. If a patient pays for a $85.00 account with $90.00 cash, then change of $5.00 would be given. A payment of $85.00 would be recorded and a receipt for $85.00 would be issued.

If a patient paid for a $85.00 account with a cheque, for say $88.00, then a payment of $88.00 would be recorded. A cash refund of $3.00 would be given and a receipt for $85.00 would be issued.

Cheque Refund

If a patient sends a cheque that over-pays their account, then depending on the sum involved, the account may either be held in a Credit Balance (if they are likely to come back for a further treatment) or a Cheque Refund given. If you elect to give a cheque refund, you will need to fill in the details of the cheque number. Most of the other details will be completed by SPM and the item will appear in the Expenses Statement and also as an item waiting to be reconciled in the Cashbook.

Retain as Credit Balance

If a patient over-pays their account, either you or the patient may elect to hold their account in a Credit Balance (if they are likely to come back for a further treatment).