Cancelling and Refunding a Channel Booking - hmislk/hmis GitHub Wiki

Cancelling and Refunding a Channel Booking

This article explains how to cancel a patient's channel booking and, where applicable, issue a refund for the booking fee.

Overview

Cancellation removes the patient from the session without refunding the payment. The bill is marked as cancelled and remains on record.

Refund is issued when the payment should be returned to the patient — for example, when the consultant cancels the session, or the patient gives sufficient notice.

Both actions are performed from the Manage Booking screen.

Navigation

Menu → Channelling → Channel Booking View

  1. Select the speciality and consultant.
  2. Select the session instance containing the booking.
  3. Locate the patient in the bookings list.
  4. Click Manage Booking in the header bar.

Cancellation

On the Manage Booking screen:

  1. Click the Cancel Booking button.
  2. A confirmation dialog appears: "Are you sure you want to cancel this booking?"
  3. Click Yes to confirm.

The system will:

  • Mark the booking bill as Cancelled.
  • Display a red "Cancelled" tag next to the booking in the session list.
  • Retain the record in the session for audit purposes — cancelled bookings are not deleted.

Note: Cancelling a booking does not automatically issue a refund. If a refund is due, follow the refund steps below.

Marking a Patient as Absent

If the patient did not attend and no cancellation was made in advance:

  1. On the Manage Booking screen, use the Mark Absent option.
  2. The booking is flagged as Absent (shown in red in the bookings list).

This is a non-destructive flag — the bill remains active and the booking is not cancelled.

Refund

A refund returns the collected payment to the patient and cancels the bill.

  1. On the Manage Booking screen, click Refund.
  2. Confirm the refund amount (pre-filled with the original payment).
  3. Select the refund payment method (Cash, Card, etc.).
  4. Confirm the refund.

The system will:

  • Create a refund bill linked to the original channel bill.
  • Mark the original bill as Refunded (shown with a yellow "Refunded" tag).
  • Record the refund payment against the refund bill.

A refund receipt can be printed for the patient.

Booking States Summary

State Tag Colour Meaning
Active (none) Normal confirmed booking
Rescheduled Red Moved to another session
Cancelled Red Booking removed, no refund
Refunded Yellow Booking removed, payment returned
Absent Red text Patient did not attend

Cancelling Multiple Sessions (Admin)

Administrators with the appropriate privilege can cancel multiple session instances at once from the Channel Booking View using the Management gear-icon menu → Multiple Session Cancellation. This is a session-level operation, not a booking-level one. See Channel Session Instances for details.

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