Before you begin
You must have a donation account and a custom donation payment method. To create them, see Set Up a Donation Account and Custom Payment Method.
The apply_discounts permission must be enabled for your user role in Instinct EMR to apply discounts to patients, accounts, and invoices.
Donate an overpayment
When a client overpays and wants to donate the excess amount, refund the overpayment on the client's account ledger, then deposit the same amount into your practice’s donation account.
On the original client's account, start a refund for the overpaid amount on the overpaid invoice.
Select your practice’s custom donation payment method in the Method field.
Enter detailed notes so anyone can see which account the donation should transfer to.
Select Record Transaction.
Open your practice’s donation account and record an Account Deposit for the same amount.
Select your practice’s custom donation payment method in the Method field.
Enter detailed notes referencing the original client's account.
Select Record Transaction.
Note: Use the same amount for the refund and the deposit, ensuring the donation account balance matches the funds donated. |
Record a direct donation
When a client donates directly, record the donation as an account-level deposit on the donation account.
Open your practice’s donation account.
Process an Account Deposit for the donation amount.
Select the client's preferred payment method.
Enter detailed notes identifying the donor.
Select Record Transaction.
Use donation funds for a pet in need
After a pet in need is approved to receive assistance from the donation fund, refund the amount from the donation account, then apply the same amount as a payment on the receiving client's account.
On the donation account, process an Account Refund for the approved amount.
Select your practice’s custom donation payment method in the Method field.
Enter clear notes specifying the receiving client's account.
Select Record Transaction.
On the receiving client's account or specific invoice, process a payment for the same amount.
Select your practice’s custom donation payment method in the Method field.
Enter detailed notes indicating the funds' origin.
Select Record Transaction.
Frequently asked questions
Why do I use the custom payment method on both accounts?
The custom payment method keeps donation transactions separate from standard client payments, simplifying end-of-day reconciliation.
Why does Instinct EMR require notes on these transactions?
Payment methods have a toggle setting to require notes when the custom payment method is used. This setting can be turned on/off in Admin → Practice → Payment Methods.
How do I refund a client's account credit that is not a donation?
Still need help?
Contact the Instinct support team via live chat or email [email protected].