All Collections
Third Party & Private Billing
Writing off, discounting, or refunding private bills
Writing off, discounting, or refunding private bills
Updated over a week ago

There may be times you need to write off, discount or refund private payments. These actions reduce the amount originally paid.

Discount is used if the provider has a sliding payment scale based on income or to offer a sale on a product. Write off if you cannot collect the outstanding balance (such as if the patient has moved away), or refund if a patient paid but the fee should have been waived.

The steps to process all three are the same.


  1. From a patient chart, click Start/Open > Private Billing. The private billing section opens, showing all private billing items.

  2. Under All Payments, select the private billing item you want to write off, discount, or refund. The Continue Payment window appears.

  3. Click + next to Refunded, Wrote Off, or Discount and a new window appears.

  4. Complete the payment details. The following chart describes the fields.




Select a payment method from the list (e.g. Cash, Debit Card). 📌 Note: This applies only if you are refunding a payment.


For write-offs, the amount defaults to the outstanding amount of the bill. For refunds, it defaults to the paid amount. Click to change the amount. To change the currency, select a different currency from the list.

Processed Date

Defaults to today's date. To change the date the write off, discount, or refund was made, click the calendar icon.


Add an internal note associated with the change. Shows in the History section of the payment window. We suggest including the reason for the refund, discount or write off.

5. Click Submit, and you return to the Continue Payment window.

6. Click Close in the Continue Payment window.

📌 Note: To have a refunded bill show without a balance owing, add the amount you refunded to either Wrote Off or Discount. This brings the balance owing back to zero.

Updated September 13, 2022

Did this answer your question?