Deposit Management

Deposits in MediRecords provide a simple and effective way to manage prepayments made by patients. These deposits can be applied to invoices, refunded, or partially allocated as needed, giving practices greater flexibility and transparency in managing financial transactions. The expanded view of deposits makes it easy to see exactly how funds have been used, including links to invoices, payments, and refunds.

By using deposits, practices can streamline the billing process and ensure patients’ payments are tracked accurately. Whether you are allocating multiple deposits to a single invoice, issuing refunds, or generating receipts, MediRecords captures all related activity for clear financial reporting. This feature helps practices reduce administrative errors, maintain accurate patient accounts, and provide patients with a transparent record of how their payments have been applied.

Contents:

1. Deposits Expanded View
2. Creating a Deposit
3. Applying one or Multiple Deposits to an Invoice
4. Refunding a Deposit
5. Printing a Deposit Receipt

Deposits Expanded View

The Deposits Grid Expanded View displays additional details of how the Deposit was used. This view can be achieved by clicking on the dropdown arrow located on that particular Deposit transaction.

Expanded View for Payments Created with Deposit

Anytime a Deposit is used to create a payment, the details of the payment will be displayed in the expanded view.

The following are the details captured for a payment:

• Payment No
  This is the autogenerated number by the system when a payment is created.
  This number can also be found in the payment grid and in the expanded view of the correlating invoice.
• Date
  This is the date that is indicated when the payment was created
• Amount
  This is the amount of the portion of the payment where the Deposit is the payment type
• Provider
  This is the Provider indicated on the invoice on which the payment is created
• Invoice and Adjustment References
  This displays any invoices or payment refunds that are linked to the payment.
  These INV-X and ADJ-X numbers are hyperlinked to open a read-only version of the Invoice or Refund modal with the fields completed.
• "i" icon
  Shows the created and last updated information, including the name of the users who created and last updated, and the timestamp of each activity.

Expanded View for Deposits that are Refunded

If a Deposit is refunded, the expanded view will show details of the refund/s applied, including:

• Refund No
  This number is autogenerated by the system when a deposit refund is created
• Date
  This is the date that is indicated when the deposit refund was created
• Amount
  This is the amount of the refund applied to the Deposit
• Reason
  This is the reason selected for creating the deposit refund
• "i" icon
  Shows created and last updated information, including the name of the users who created and last updated, and the timestamp of each activity.

Expanded View when there are Multiple Payments and Refunds against one Deposit

A Deposit can be used in multiple payments, against multiple invoices.

A Deposit can also have multiple Refunds applied against it.

All of these activities will be reflected in the expanded view. 

Creating a Deposit

1. Within the Patient Record > go to Accounts
2. Go to Deposits
3. Click New Deposit located in the top right of the Deposits screen.
    
4. The New Deposit Modal will open. Fill out the necessary details and click Save
    
5. After clicking Save, a GREEN notification will appear at the top of the screen when saving the Deposit is successful.

6. To Cancel or Discard the Deposit, click on the (x) button.

Applying one or Multiple Deposits to an Invoice

There are several methods for inserting a New Payment, outlined as follows. You can allocate a Deposit as a payment via the New Payment modal; however, this option is not available through Quick Pay.

1. Patient Record > Accounts > Invoices > New Invoice/Inpatient Invoice > More Pay
2. Patient Record > Accounts > Invoices > Open Invoice/Inpatient Invoice > More Pay
3. Patient Record > Accounts > Invoices > Tick checkbox of Invoice > More > New Payment
4. Patient Record > Accounts > Payments > New Payment
5. Accounts > Sales > Receive Payment

*NOTE: An outstanding invoice is required to create a payment.

1. Once you are on the New Payment modal, click on "Use Deposit for Payment" to open the Deposit section of the modal.
    

2. This action will display a Deposit option that you can select for payment. To include a Deposit amount, check the corresponding checkbox and enter the desired amount in the provided field. You may utilize any portion of the deposit, up to the available balance.
   

   You can also apply multiple Deposits to an Invoice at one time by ticking multiple checkboxes beside the Deposits, and entering the amounts of each into the respective amount fields.

   

3. To apply the Deposit as a Payment Type in the payment section, click "Add to Payment" located in the lower right corner of the Deposit section.
   Once the Deposit/s have been added to the Payment section, any additional payments can also be added, such as supplementary payment that is required if the applied deposits do not cover the amount due on the invoice. 

   To add a new payment type, click the "+" button to the left of the payment type rows. This will create a new row.

   From the dropdown menu, select the desired payment type. You can also add any relevant reference information in the provided field.

   
   
    

4. Choose the outstanding invoice to which you would like to allocate the Deposit as a payment, and then enter the desired amount.
    
5. Click Payment
6. The invoice is now paid using a Deposit as payment.

*NOTE: Clicking Add to Payment will not update the deposit details in the Deposits grid. The Deposit information will only be updated when the payment is successfully created. Cancelling or closing the modal will not save any changes

Refunding a Deposit

1. Within the patient record, go to Accounts, then select Deposits
2. Select the Deposit by checking the box, then Select Refund
3. The New Refund module will open, then complete the mandatory fields. Enter the refund date, reason and amount being refunded
4. Click Refund. A green notification box will pop up saying "Refund has been successfully created".
   
5. To discard the Refund, click the 'X' in the top right corner, or click Cancel to return to the Deposits grid.

*NOTE: Only Deposits with an Available amount are able to be Refunded. Deposits with a status of Allocated or Refunded are not able to be refunded

When a Deposit is refunded, the details will be updated in the Deposits Grid. The Refunded Column will reflect the total amount of any refunds applied to the Deposit, including multiple refunds if applicable.

If there is still a remaining Available amount of the Deposit, the status of the Deposit will update to "Partially Allocated".

If the Available amount of the Deposit has been exhausted, and the Deposit has also been allocated to a payment, the status of the Deposit will update to "Allocated".

If the Available amount of the Deposit has been exhausted, and the Deposit has not been allocated to a payment, the status of the Deposit will update to "Refunded".

Refunding a Payment in which a Deposit was Used

If a Payment was created using a Deposit and is then Refunded, the amount of Deposit used will become available to be re-allocated again.

The Available balance will be updated to reflect the returned amount, and the status will update to reflect the current state.

The expanded view will be updated to include the adjustment number in which the payment refund was performed, alongside the relevant invoice

Printing a Deposit Receipt

To print a Deposit Receipt, a user must first have a Deposit Receipt template configured. A Standard Deposit Receipt is configured by default when a New User is created, but a custom template can be created in Resources > Letter Templates > New Template, and configured within the User's Invoices Configuration. 

To print a Deposit Report, simply tick the checkbox of the Deposit and click on the Printer icon at the top left of the grid to generate a PDF copy of the receipt. The receipt will open in a new tab, and you will have the option to save this to your computer or download to the browser and print a paper copy.