Refund a TopsPay Credit or Debit Card Payment
Need to refund a TopsPay credit or debit card payment?
Follow the steps below to refund a patient's credit or debit card payment that was processed using TopsPay?
Tops Tip: You can void same-day payments versus a refund. See referenced article below.
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Open the patient chart; go to View > Patient Info or press Command I.
Verify that the payment has been deposited. If it has been deposited, you should see a checkmark next to it in the ledger. If it has not been deposited yet, it is too early to refund.
- Open the New Transactions window; go to Action > New Transaction or press Command T.
- Confirm that the Use TopsPay box on the bottom right corner is checked.
- Select [+] Account Adjustment (scroll all the way down the list to the last listed transaction type in the window) and enter your Tops Ortho password.
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Select Refund to Patient in the dropdown menu that displays.
- A window will drop down; select the TopsPay payment you wish to refund and click Use Selected Transaction. If the payment you wish to refund shows grayed out, see the message in green below.
- Click Process Charges and Payments.
- The amount selected will be refunded to the card used in the original payment.
Any TopsPay payments that are not eligible for refunding will be grayed out.
Transactions will show grayed out for two possible reasons:
- They have not yet deposited in Tops Ortho, or
- They have already been refunded, partially or in full, by the practice
Need to refund a TopsPay ACH payment?
ACH payments are treated similar to a physical check. If an ACH payment needs to be refunded, the practice needs to issue a check to refund the patient or responsible party. Please reference the article below on voiding and refunding a TopsPay ACH payment.
Need to process a refund not through TopsPay?
Make sure to uncheck Use TopsPay before you select the (+) Positive Account Adjustment. See the related article below.
