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/policies/administrative/uwmf/uwmf-wide/patient-business-services/113027.policy

201411307

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Policies,Administrative,UWMF,UWMF-wide,Patient Business Services

Refunding Copays (113.027)

Refunding Copays (113.027) - Policies, Administrative, UWMF, UWMF-wide, Patient Business Services

113.027

PBS 29: Refunding Copays
7-21-06

1

University of Wisconsin Medical Foundation
Patient Business Services Policies & Procedures
REFUNDING COPAYS


__X __ New ____ Revised

If Revised, Supersedes Policy Dated:

Effective Date: 7-21-06

Policy Number: PBS - 29
Approved By (Name): Connie Kinsella, Vice President, Patient Business Services


Purpose
To define the process for refunding co-pays collected in error or for visits which were not
completed.


Policy
1. Refunding of a co-payment should only be done in the event that the patient has paid a co-
payment and then:
a. The patient leaves without being seen.
b. The provider cancels the appointment.
c. The patient has a visit that is a service type not requiring a co-payment (for example,
suture removal).
d. The incorrect amount was paid ($20 paid, $15 was correct amount).


Procedure
1. The co-pay must be refunded prior to the cancellation of the appointment. If the appointment
is canceled prior to the co-pay refund you will need to contact Charge Corrections in the
Central Business Office to request that the co-pay be voided (608-829-5624).




PBS 29: Refunding Copays
7-21-06

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2. To refund a co-
payment or post a
corrected dollar amount
to an appointment that
you have checked in,
you will need to
“Check In” the
appointment again.

NOTE: For clinics that
do sign-in, you will
need to “Sign In” the
appointment again.












3. At this point, click on
the “Copay Rfd”
button.





















PBS 29: Refunding Copays
7-21-06

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4. You will now be
allowed to refund the
co-payment and/or post
a corrected co-pay
dollar amount. Enter
the dollar amount that
you wish to refund.

In the “Reason” field,
click on the ellipse and
choose the correct
reason.

Once you have
completed the
appropriate fields, click
the “Accept” button.

Do not use the
“Comment” field.






PBS 29: Refunding Copays
7-21-06

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5. You will get a window
asking for the printer
name (this is your
printer number) in
order to provide a
refund receipt.

Keep this receipt to
track the refund with
your end-of-day user
batch report.

After entering your
printer number click
the “Accept” button.
The “Type” and
“Number of Copies”
will default the
appropriate data.







PBS 29: Refunding Copays
7-21-06

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6. Click Accept at this
screen.

The “Print Encounter
Form” window will
appear. Click on
“Cancel” because you
do not want another
encounter form to print.

When the co-payment
process has been
completed, ask for the
patient’s original
receipt. If for some
reason the patient does
not have the original
receipt, you can still
proceed with the
refund.





7. Return to the
“Appointment Desk.”
Click the “Close”
button to exit.



PBS 29: Refunding Copays
7-21-06

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Attachments
None


References
On-Site Payment/Cash Management Policy