Barti supports line item refunds, allowing you to issue a refund for specific charges on an invoice rather than the full payment. You can also refund the full payment at once. At least one patient payment must exist on the invoice to issue a refund.
1. Open the Invoice and Locate the Payment
Navigate to Billing and open the invoice you want to refund.
Scroll to the Payment and Credit History section. This section shows all patient payments, insurance payments, and any previously issued refunds in one table, sorted oldest to newest.
- Locate the patient payment you want to refund.
2. Open the Refund Modal
- Click the three-dot menu (⋮) on the payment row you want to refund.
- Select Refund from the menu.
3. Complete the Refund Details
- Refund Date — defaults to today's date. This field is locked when issuing a Stripe (credit card) refund.
- Refund Reason — optional dropdown. Options include: Requested by Customer, Prescription Issue, Lab Error, Quality Issue, Duplicate, Fraudulent, Other.
- Notes — optional free-text field for any internal notes about the refund.
4. Enter Refund Amounts by Line Item
The line item table lists each charge on the invoice with the following columns:
| Column | Description |
|---|---|
| CPT/HCPCS | Billing code |
| Description | Service or item name |
| Amount Paid | Amount paid toward this line item via the selected payment |
| Previously Refunded | Any amount already refunded for this line item |
| Total Refund | The amount you want to refund for this line item |
Enter refund amounts manually in the Total Refund column, or click Refund Original Payment to automatically fill all line items with the remaining refundable balance.
The Total Amount to Refund is calculated automatically at the bottom of the table. The Issue Refund button remains disabled until the total is greater than $0.00.
5. Issue the Refund
- Click Issue Refund to submit.
- If the original payment was made via Stripe (credit card), the following message appears above the Issue Refund button: "This action will automatically refund the original payment method for this invoice. Credit card refunds may take 5–10 business days."
-
The Payment and Credit History section updates immediately to reflect the refund.
FAQ
Can I issue a partial refund on a line item?
Yes — enter a refund amount less than the full Amount Paid value in the Total Refund column for that line item.
What if the patient paid with more than one payment?
Each payment appears as a separate row in Payment and Credit History. Open the 3-dot menu on each payment row individually and issue a refund for each one as needed.
Does a Stripe refund happen immediately? The refund is initiated immediately in Barti, but funds typically appear on the patient's card statement within 5–10 business days depending on their bank.
What if the Stripe refund fails? Barti displays a plain-language error message. Common error messages include:
- "Your Stripe account has an insufficient balance to cover this refund."
- "This payment cannot be refunded because too much time has elapsed since the payment was captured."
- "Stripe could not route this refund to the original card because this original payment is no longer valid."
- "This payment has already been refunded in full. Please check your Stripe dashboard."
If you see an error, note the message and contact Barti Support if you need assistance.
Can I refund an insurance payment?
Insurance payments are not eligible for Stripe refunds. Contact the payer directly to coordinate any financial adjustments.
What is the unapplied funds row in the line item table?
If the invoice has unapplied funds (credits with no charge assigned), they appear as a separate line item in the refund table so they can be included in a bank-level refund if needed.
If you have any questions, please refer to Barti's Help Center or create a support ticket at support.barti.com.