How to Refund a Payment (with UnifiedPay)

A refund returns money to the patient's original form of payment after a transaction has settled. Unlike a void, refunds can be processed for either the full or partial amount of the original payment.

Refunds can be processed within 180 days of the original transaction date.

Important: Always process refunds from the patient's Billing > Payments tab. Do not process them from Billing > Pulse > Transaction Search, as this can cause the patient's billing records and payment history to become out of sync.

How to Refund a Payment

Step 1: Remove the Allocation

Go to the Billing tab of the patient file and select Payments.

Locate the payment you want to void and click it to display the allocation.
Click the white trash can icon to remove the allocation.
Click Yes to confirm.
Once the allocation has been removed, the curved arrow (Refund) icon will be available.

Step 2: Refund the Payment

Click the curved arrow icon next to the payment.
Select whether you want to process a Full Refund or Partial Refund.
If processing a partial refund, enter the refund amount.
Click Refund to complete the transaction.

The refund will be returned to the original form of payment.

Step 3: Verify the Refund

Return to Billing > Payments to verify the refund.

An asterisk (*) will appear next to the original transaction.
A new line item will display the refunded amount.
For partial refunds, the line item will reflect the refunded portion of the original payment.

Can I process a partial refund?

Yes. You can issue either a full or partial refund.

How long do I have to process a refund?

Refunds can be processed within 180 days of the original transaction date.

If more than 180 days have passed, you'll need to refund the patient using another form of payment.

Is there a processing fee for a refunded transaction?

A payment can be voided until 8:05 PM Central Time on the same business day the payment was processed.

How long does it take for the refund to appear on the patient's account?

After a refund has been processed, it typically takes 2–5 business days for the credit to appear on the cardholder's account.

The exact timing depends on the patient's card issuer. If the patient has questions about when the refund will appear, they should contact their issuing bank.

What if I need to refund a payment on the same day it was processed?

If the payment has not yet settled, you may be able to void the transaction instead of processing a refund. Voids are available until 8:05 PM Central Time on the same day the payment was processed.

See How to Void a Payment for instructions.

Need Help?

If you have any questions, please contact the UnifiedPay team at payments@unifiedpractice.com.