Posting an insurance refund is very similar to posting an insurance payment in TotalMD. You will first want to either go to the patient’s ledger or the Payments screen. Here the link to the YouTube instructions and below you will find them as well.
For ease of use, we will do it from the patient’s ledger and choose New Insurance Payment/Adjustment to the left:
The reason we encourage you to start in the patient ledger is that by starting here, the insurance information will automatically populate for you.
If the refund is for secondary or tertiary insurance, you would simply click on the insurance to the right and the information will populate on the left-hand screen for you.
You will then want to add the number of the check you are cutting to the insurance company, if you know that information, the Payment Amount and check the Refund box. You will see when you check the Refund box, the Payment Amount becomes a negative (-) amount. You can also make a Note in this screen if you wish:
You will then click Distribute to the left:
This will bring you to the EOB Entry screen which is actually the patient’s ledger. You will see the word Refund in red:
You will then want to choose the type of payment this is:
If you do not have a code called Insurance Refund, you can right-click in the box and create a New Default Payment Code called Insurance Refund:
You can add a Code at the top left, a Description and you will want to make the Type Insurance Payment Check:
You will then Save Changes to the left:
This will create the Refund Code for you. You will then add the dollar amount to the ledger line that you wish the refund to be attached to:
Once you tab, you will see the dollar amount in the Remainder column change:
You will then Post and Close to the left:
You will then see the Insurance Batch Payment Entry screen:
You will then Close Screen to the left:
This will bring you back to the ledger, where you will see the Refund Check noted in the screen:
If you have questions regarding this functionality of TotalMD, please contact our support or training departments at 800-613-7597 Option 2 for Support or Option 3 for Training. If you would like a printable copy of this article, please contact Training at Option 3.