Processing Full or Partial Invoice Refunds

This article explains how to process refunds in SigmaMD for cash, check, ACH, or credit card payments. Follow these steps to ensure refunds are handled correctly.

Step 1: Access the Invoice

Before processing a refund, ensure you have located the correct invoice in SigmaMD. You can search by invoice status or directly by the patient's or employer's name.

Only admin users can proceed with the refund.

Step 2: Process the Refund

Below, we outline the refund process for each payment type. Please note that the payment must have a Paid status to proceed.

Cash and Check Payments

The refund process for cash and check payments is the same and does not allow partial refunds. Instead, the payment can be marked as failed:

• Click Fail payment
• Optionally enter a reference note
• Click Confirm — the payment status will update to Failed

After failing the payment, you may:

• Add a new payment by clicking Edit, selecting a new method, and saving
• Or, void the invoice if no further payment is needed

Credit Card Payments

You can issue either a full or partial refund.

Partial Refund

• Enter the amount to refund
• Optionally add a reference note
• Click Confirm — the invoice status will update to Partially paid
• The remaining balance will be displayed
• To collect the balance, click Edit, choose a new payment method, and save
• The refunded amount is returned to the original credit card

Full Refund

• Optionally add a reference note
• Click Confirm — the invoice status will update to Refunded
• The entire amount will be refunded to the original credit card
• No balance will remain

ACH Payments

The refund process is identical to credit card refunds.

Partial Refund

• Enter the amount to refund
• Optionally add a reference note
• Click Confirm — the invoice status will update to Partially paid
• You may collect the balance using Edit and a new payment method
• The refund is returned to the original ACH account

Full Refund

• Optionally add a reference note
• Click Confirm — the invoice status will update to Refunded
• The full amount will be refunded to the original ACH account
• No balance will remain

Employer Payments

The process for refunding employer payments is the same as for other payment types. To locate invoices, use the Invoices section and search by employer name.

Follow these steps to efficiently manage refunds in SigmaMD. For further assistance, contact our support team.