This guide walks through how to issue a refund or reimbursement for a patient payment applied to an appointment or service invoice for payments processed through Jane Payments!
Note📝: If you’re looking to correct a payment that you collected outside of Jane, check out this document on Deleting a Payment. If you are looking to return a product or inventory item see Refunding a Product.
To refund a patient for a specific treatment, you’ll want to hop into the Patient Profile and head into their Billing tab. Now you can go to their Payments, find the payment line you want to reimburse, and click View.
In the new window that opens, you can start by unapplying the payment from the invoice by clicking the broken chain link icon or, in the case of a pre-payment, the Remove button. This will create a Credit on their account.
Once the payment has been unapplied, a button will appear in the top-left of the screen, allowing you to Refund the credit. If you decide not to issue a refund, this credit can then be used for a future purchase.
📍 Note: You can Refund back to the original payment method, or choose a different payment method to record the refund.
🇨🇦 Refunding an Interac Payment If a client paid using an Interac debit card, their refund can only be processed through your Jane Payments Terminal. Unlike credit card refunds, Interac refunds require the client to be physically present with the same card they used for the original payment.
Follow the steps above to unapply the payment, then select the option to refund with your Terminal.
Your Jane Payments Terminal will prompt the client to insert or tap their card to complete the refund.
This refund will now be displayed on the corresponding practitioner’s Compensation report as well as the Transaction report for that day. Note that unapplying the payment will take the payment off of the Compensation report while processing the refund will create a negative transaction on the Transaction report.
Once a refund has been issued, it cannot be reversed. In that case, a new payment would need to be initiated. The funds will be returned right away but may take 5-10 business days to reflect on the patient’s bank statement.
Note📝: If you need to refund only part of a payment, see this guide on Partially Refunding a Product
Additional Notes
How can I issue a refund for sales tax?
You can head over to the Patient’s Profile, click on Billing and by default, Jane will land on Purchases. Next, click on View to the right of the invoice.
From there, you’ll toggle off This purchase is taxable, and Jane will automatically create a credit for the taxed amount.
Now you can refund the tax by heading over to Payments, and clicking on View to the right of the payment.
Lastly, click on the Refund button to the left and select the original payment method.
Need to issue a receipt for a refund? No problem! Here are the steps to follow.
We hope this has been helpful to you but as always you can contact our support team for any additional questions or concerns 💙