What's your practice called?
Try: · ·
Or import hundreds at once via CSV
1/6Your team creates the refund — 20 seconds, tops
The problem
The traditional refund process is broken. Here's what practices deal with every day.
Printing, postage, and reconciliation costs add up fast — especially for small refunds that cost more to mail than they're worth.
Checks sit in mailrooms, get lost in transit, or wait for patients to deposit them. Some never get cashed at all.
Patients move, ignore mail, or don't recognize the envelope. Unclaimed refunds create liability and compliance headaches.
No tracking, no audit trail, no way to know if a patient received their refund without calling them.
For your team
This is the practice side of PayBackMD. Click around — everything here works.
Pick a feature
Try it — approve a refund and watch it route.
Sarah Mitchell
Copay overpayment · Office manager
Marcus Lee
Duplicate payment · Office manager
Ana Reyes
Insurance adjustment · Manager → Admin (over $250)
Single approver, any-of, or sequential chains — configured per practice in Settings. Approved refunds wait for a pay run; nothing sends by itself.
Timeline
How it works
Import via CSV or create refunds one-by-one. Add patient name, amount, and reason — that's it.
Each patient gets a secure link via SMS or email. They pick Venmo, PayPal, ACH, debit, or check.
Funds go out via the patient's chosen method. You track everything in real time.
Payment methods
No apps. No sign-ups. Patients just pick the method they already use.
Instant transfer to their Venmo account
Send directly to their PayPal email
ACH direct deposit to any bank
Instant-use virtual card, no waiting
Paper check mailed to their address
Do the math
$3,840
spent every year just mailing refund checks
56
staff hours on printing, stuffing & reconciling
$16,320
at risk of going unclaimed — hello, escheatment
PayBackMD delivers the same refunds digitally — claimed from a text message in under two minutes.
Stop paying for paperEstimates use industry averages: your all-in check cost, ~7 minutes of staff handling per check, and ~40% of mailed refund checks going uncashed.
The platform
The plumbing that keeps your compliance officer relaxed.
Admin, Member, and Auditor roles control who can create, approve, or view refunds.
Every action logged with timestamps and user attribution. Export to CSV for compliance reviews.
Manage multiple locations from one account. Switch between practices with a single click.
Row-level security, encrypted connections, and role-based access control on every transaction.
Built for every specialty
Pricing
No per-user fees, no contracts. A refund fee is charged only when your patient actually receives their money.
$199/month
Per practice · unlimited users & refund volume
Then, per completed refund
Free for 7 days, cancel anytime — and still cheaper than the stamps, envelopes, and staff time a paper check costs today.
Join practices delivering refunds faster, cheaper, and with a patient experience worth talking about.