Issuing Credit in Optimantra (Credit Memo) – OptiMantra Inc.

This workflow outlines how to create, manage, and apply credit memos within a patient account, along with common use cases.

Credit memos represent funds available on a patient’s account that can be applied toward future charges. These may be created manually or generated automatically, depending on the scenario.

Creating a Basic Credit Memo

Use this method when issuing a general account credit (e.g., incentives, prepayments, etc).

Steps:

Navigate to the patient’s profile.
Create a new blank superbill.
Select Take Card Payment and process the payment.
- Ensure no services or products are added to the superbill, or that the patient is overpaying the balance due in the amount equal to the desired credit
Once processed, the superbill will reflect a negative balance.
Click Create Credit Memo.
Enter a description (e.g., Patient Credit).
Select Save and Close.

The credited amount is now stored on the patient’s account and available for future use.

Automated Credit Memos via Recurring Payments

Credit memos can be generated automatically through subscription-based billing.

How it works:

Set up a credit-based recurring payment (e.g., $200/month).
Each billing cycle:
- A superbill is automatically generated.
- A corresponding credit memo is created for the charged amount.

Setting up a Recurring Billing as Credit

To set up recurring payments, you need to access the patient’s Take Card Payment button. This can be obtained two different ways.

If you are already taking a payment (e.g., running the first month’s subscription) in a superbill, you can also set up the recurring payment in the same place.

Otherwise you can select the Patient’s Actions menu (the three horizontal bars) Then select Point of Sale > Take Card Payment

Once you have accessed the Take Card Payment screen, confirm your payment processor (Authorize.net, Fiserv, or Stripe) is visible in the dropdown on the top-right. Then, you will see the Create Recurring Payment button; this button will open a pop-up box to create a recurring payment. Patients must have a card on file or credit card information must be added while creating the recurring payment.

Select Credit - This will create a credit memo in a Superbill for the amount of the recurring charge (e.g., each month the recurring payment adds $100 to the patient's account to use on a future visit or the clinic can apply this credit to pay off a previous balance)

While the credit memo is automatically generated each month, they will still need to be manually applied to the superbill when applicable.

For more information on using and managing recurring payments, please review: Manage Recurring Billing/ Payments for Memberships and Subscriptions

If you would like to use installment payments to automatically apply credits to the superbill, please review: Schedule Installment Payments (scheduled automatic payments) from a Superbill

(Please note, installments are only available for Fiserv and Stripe at this time)

Booking Deposits

Please also see: Configure and Troubleshoot Online Booking

Online Booking Deposit

When configuring your online booking settings, you can opt to require patient's to pay an upfront booking deposit.

When a patient pays the online booking deposit, the system will automatically generate a superbill and an affiliated credit memo in the amount paid.

This credit memo can then be applied to their future visit by applying the credit memo to the date of service on the superbill generated at their visit.

Manual Booking Deposit

To manually take a payment as a deposit for a future visit, please follow the steps below to create a credit memo on the patient's superbill. The credit memo will be available to use on a future visit.

Make a new superbill on the day the patient is paying their deposit
Do not add any services or products, just click Take Card Payment if they will be paying by credit card
Complete the transaction by taking a payment (card) or recording cash or check/3rd party
You will now notice a negative dollar amount in the balance. From here you will need to click Create Credit Memo button. Please use the same date that you accepted the payment.
Select Save & Close, you will now notice the pink Apply Credit Memo button will be highlighted on the next superbill
The credit has been created and can be applied toward their future date of service when the patient returns

Creating Referral Credits

When you would like to issue a referral credit to a patient as a referral incentive. Referral credits should be standardized for accurate tracking and reporting.

Setup (One-Time):

Go to Settings > Payments > Customize Superbill.
Navigate to Adjustment Categories.
Create a new category:
- Name: ie: Referral Credit
- Type: Credit
- Add a description (optional).
Save the category.

Applying a Referral Credit:

Create a blank superbill.
Add a credit adjustment using the “Referral Credit” category in the note
Enter the credit amount (e.g., $50).
Confirm the superbill reflects a negative balance.
Click Create Credit Memo.
Label appropriately and Save and Close.

Best Practice:
Always use predefined adjustment categories to maintain consistency in reporting and analytics.

Converting Returns into Credits

If a patient prefers store credit instead of a refund

For more information on refunds and voids, please review: How to Process and Record a Void or Refund in Optimantra

Whether this is for a full refund, void, or partial refund - the steps to edit the superbill remain the same except for when it comes to processing the refund back to the patient card.

Create the new blank superbill for a full return, or edit the existing superbill in the case of a void or overpayment.
Edit the items and/ or adjustments needed until you have a negative balance on the superbill
Instead of recording a return or additional payment - click “Create Credit Memo”
This will generate a credit for future use on the patient account
The superbill should now balance to zero and you can save and close

Viewing Available Credit

Credits can be identified in these key areas:

Patient Check Balance Page:
Displays total available credit in the top-right corner.
During Checkout (Superbill):
The “Apply Credit Memo” button will be highlighted when credits are available.
In Analytics:
Navigate to Analytics> List of Reports> Patient Detailed Statements Patient Credit Memos and Applied Credits report

Applying Credit to a Superbill