Credit balances sit at the bottom of most A/R reports and get treated as a housekeeping item — money that came in twice, to be sorted out when there is time. That framing is wrong, and it is the kind of wrong that gets expensive quietly.
An overpayment you have identified is money that belongs to someone else. Federal rules give you a defined window — 60 days from identification — to report and return it. After that, retaining it can be treated as an obligation improperly kept rather than an accounting delay.
The word doing the work is "identified"
The clock starts when the overpayment is identified, and identification is not a formal act you perform deliberately. Reasonable diligence counts. A practice that never reconciles credit balances is not protected by not having looked; if anything, a pattern of not looking is worse than a slow refund.
This is why "we will get to the credits at year end" is a poor policy. It converts a routine reconciliation into a stack of balances that may all be past their windows at once.
Where credit balances actually come from
- Both payers paid. Primary and secondary both processed as primary, usually because coordination of benefits was wrong at registration.
- The patient paid twice. A copay at the desk and again from a statement issued before the payment posted.
- Posting error. A payment applied to the wrong date of service or the wrong patient, creating a credit here and an open balance elsewhere.
- Retroactive adjustment. A payer reprocesses at a different rate and the original payment now exceeds the allowable.
Only the first two are genuinely overpayments. The third is a posting problem masquerading as one, and refunding it without investigating leaves a real balance uncollected. That is the argument for working credits properly rather than either ignoring them or refunding them blindly.
What good looks like
Credit balances reviewed monthly, each one categorized by cause, refunds issued to whoever is actually owed, and posting errors corrected rather than refunded. It is not a large amount of work when it is done every month. It is a project when it is not.
The specifics of your obligations are a question for your own counsel rather than for us. But the operational point stands on its own: an unreviewed credit balance is not neutral.
Denials Piling Up?
We handle the revenue cycle end to end — coding by certified coders, claim submission, denial management and appeals, and A/R follow-up, with six reported numbers every month.