How to Issue a Client Refund, Adjust and Settle an Invoice
How to Issue a Refund
From the Navigation Bar select Client iQ
Search for and select the desired client
From the client detail page, select the Billing Overview
On the drop-down menu select See All Billing Transactions
Within the client’s Ledger, choose the transaction you want to refund and click the three dots on the right side
On the menu, select Refund
Once the Payment Refund pop-up window appears, select Refund
Enter the Amount you would like to refund and select Confirm
You will find your transaction now listed with a Refund Status on your client’s Ledger
Note on Bulk Payment Refunds: Please consider that payments of multiple invoices in one client transaction are considered bulk payments. This payment will be grouped into one transaction on the Stripe platform. If a partial refund of a bulk payment for one client is conducted the refund will be applied to the oldest invoice, associated with the bulk payment, first on the Therapy iQ ledger
How to Adjust your client's total service balance
Adjusting a client's total service balance will record a (+) amount to the adjustment field while closing out the negative balance in the total service balance field.
Important: Any open client invoice must be settled to close the invoice for a client. Once an invoice is settled, that amount will need to be manually adjusted from the total balance.
On the client ledger, search for the line item you wish to adjust and select the three dots on the right side of the line item you wish to Adjust
Select Adjust
Enter the Amount to adjust, then Submit
Returning to the Ledger, you will see the Adjustment column now reflects the adjusted amount
How to Settle a client's invoice
Settling a client's invoice will permanently close the invoice for your client. This action should only be conducted if you no longer wish to collect a balance from your client or any other non-insurance-related responsible payer for your client. When settling an invoice you will settle for the full open amount due and the amount will need to be manually adjusted from the client's total service balance.
In the event of a refund post-settle: An invoice may be reopened, and you can settle the invoice again to close it.
On the client ledger search for the line item you wish to adjust and select the three dots on the right side of the line item you wish to Settle
Select Settle
On the warning screen, confirm you would like to settle this invoice by typing Settle in the warning box. Then select Confirm
