Processing A Credit Card Refund For An Accidental Charge

In this article, you'll learn how to correct an incorrect credit card charge by refunding the initial payment and recharging the correct card or account. Whether this is an incorrect credit card being charged on an account, or if you charged a credit card to the wrong patient's account. 

Locate the accidental credit card charge.

Click on the three dots on the far right.

Select Create Adjustment.

In the adjustment types, scroll down to the Discount section and select a discount adjustment type.

Enter the refund amount and any important notes explaining why this refund and adjustment is on the patient's ledger.

Click Record Adjustment.

View your new adjustment at the bottom of the page.

Click the three dots to the right of the new adjustment and select Create Invoice.

Ensure that only the negative total is showing and no other outstanding invoices are included.

Click Create and Refund.

The credit card used for the payment will be automatically selected (Refundable Card).

If you need to refund a different card, select it from the dropdown menu.

Click Refund.

Verify that the refund has been processed.

To add the balance back to the patient's account, select the three-dot menu on the upper right.

Select Create Adjustment to create another adjustment.

This time, make a charge adjustment.

Enter the charge amount and any important notes.

Click Record Adjustment.

View your new charge adjustment.

Click the three dots to the right of the adjustment and create another invoice.

Ensure the total matches the amount to be charged to the new card.

Click Create and Collect.

Choose a card on file or send to the Archy terminal to charge the new card.

Once completed, verify your new charge at the bottom.

Open the payment details to verify that the charge was made to the correct card.

Congratulations, you've successfully corrected an incorrect credit card charge.

If you process a refund, you will be charged a processing fee for the refund.