Deposits & Refunds
Deposit types, balance tracking, transaction audit trail, refund statuses, and refund methods.
Deposits & Refunds
Deposits are advance payments held on a patient's account. They can be applied to future bills or refunded. The system tracks every deposit transaction for audit purposes.
Deposit Types
Your hospital can configure different deposit types based on purpose:
Deposit Type | Typical Use |
|---|---|
Advance | General advance payment toward future services |
Credit | Credit issued by the hospital (e.g. from a cancelled appointment refund) |
Custom Types
Deposit Lifecycle
Status | What It Means |
|---|---|
Active | Deposit has available balance that can be applied to bills |
Fully Used | Entire deposit amount has been applied to bills — zero balance remaining |
Closed | Deposit was manually closed (remaining balance may have been refunded or written off) |
Refunded | Remaining balance was refunded to the patient |
Deposit Balance Tracking
Each deposit tracks four amounts:
Field | What It Represents |
|---|---|
Deposit Amount | Original amount deposited |
Amount Used | Running total applied to bills |
Amount Refunded | Running total refunded back to patient |
Amount Available | Remaining balance (= Deposit - Used - Refunded) |
Deposit Transactions
Every change to a deposit's balance is recorded as a transaction:
Transaction Type | What Happened |
|---|---|
Deposit | Money was added to the deposit (initial deposit or top-up) |
Usage | Deposit balance was applied to a bill payment |
Refund | Deposit balance was refunded to the patient |
Each transaction records the amount, timestamp, payment method, and reference number for audit trail.
Refund Processing
Refunds can be triggered by cancellations, deposit returns, or billing corrections.
Refund Statuses
Status | What It Means |
|---|---|
Pending | Refund has been requested but not yet processed |
Processing | Refund is being processed by the payment gateway |
Completed | Refund has been successfully delivered to the patient |
Failed | Refund processing failed — requires manual resolution |
Refund Methods
Method | When Used |
|---|---|
Same as Payment | Refund goes back to the original payment method (card, UPI, etc.) |
Cash | Refund given in cash at the centre |
Bank Transfer | Refund sent via NEFT/IMPS to the patient's bank account |
What's Next?
Learn about generating bill documents in PDF Invoices.
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