What, pray tell, is an unclaimed funds audit, you ask? Allow me. Apparently, the state of Ohio has decided that any money businesses owe back to their customers should no longer be kept as a credit on the customer’s account. Instead, this money should be sent to the state of Ohio. Then, the state will add this person’s information into their unclaimed funds website – where, if the person can find this website and provide the proper identification, they can receive this money. To accomplish this, Ohio has hired auditors (ours showed up wearing a gray zipper sweatshirt & chomping on gum) to spend a day or two in the business to identify any unclaimed funds for the last 3 years.
To produce this information, we ran reports to find credit balances. Then, we had to manually review each one to make sure that the patient wasn’t scheduled for an upcoming appointment (or more often, a family member) – or, that the credit had been requested to be left there by the patient as they were building credit for major treatment. Ohio’s rules are that if the credit amount is over $50.00 and over 3 years old, then we are to send a letter to the patient letting them know that this credit exists and without their response, we will be sending this amount to the state. Oh, and we get to fill out a special form along with this amount as well. For amounts under $50, we are to add up the amounts of the credit, write a check to the state and create a final adjustment to bring the patients balance back to zero.
There are 4 auditors for the state of Ohio and we were lucky enough to be selected for this audit. Bring on the Powerball tickets!
In my opinion, the state is gaining nothing by auditing my practice for credit balances. We have a strict collection procedure that asks patients to pay their portion promptly – and we make collection phone calls and send letters to anyone past due even a few weeks. With this type of collection policy, we feel it’s our duty to also keep track of our refunds. If we expect to be paid on time for the work we do, then we understand that patients expect to receive their refunds in the same timely manner.
The system we use for refunds is:
1. Run an aging report and look for all credit balances, especially those over 30 days.
2. Call every patient due $50 or more to ask them how they would like to use this money – maybe this is a step towards saving for whitening or maybe they have a couple kids overdue for checkups and we want to leave that on to cover their co-pays – or maybe they want a refund. They choose and we do it.
3. Send letters to patients with $50 or less – we use the Dentrix quick letters to automatically include their next continuing care date due and again, we give them options. The Dentrix Office Journal records the date this letter was mailed.
I assume that every state has its own version of unclaimed funds audits – but chances are, you won’t be as lucky as we were. However, even without an audit, it makes sense to have an organized system for handling refunds to patients. This can help to avoid patient complaints in the future and manage your accounts accurately.
Handling credit balances properly is just one way you can run a successful dental practice. If you’re interested in new ideas on running a dental practice, please subscribe to my weekly blog:
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