Service charges and settlements

Clinical Coordinator prepares a service charge against the stop that generated it. The service description explains what is being charged, and the amount gives the reviewer a specific financial value to check. Draft charges remain available for that review before the coordinator approves them.

A settlement belongs to the load and records money received with a reference and received date. It may cover transport work that spans several stops. Keeping this distinction visible helps the team discuss a receipt without assuming it was allocated to a particular service charge. The billing and payment systems remain the source for their own invoice and payment events.

• Prepare the charge. Clinical Coordinator checks the stop and writes a service description that the receiving billing team can understand. Review the amount against the service’s agreed charging basis while the charge remains Draft.
• Approve the handoff. Clinical Coordinator decides whether the charge is ready and marks it Approved. Record Invoiced after the agreed billing handoff is confirmed. Keep Voided charges distinguishable when reviewing the transport’s financial history.
• Check received funds. Admin compares the settlement reference, amount and received date with external receipt evidence. Confirmed and Refunded have different meanings. Clinical Coordinator reads the settlement alongside the related transport work when resolving a billing question.

Agree the financial basis for amounts before importing charges and settlements. Decide who prepares each charge and how Clinical Coordinator reviews it. Choose a service-description convention that lets the billing team recognize a collection or return without reconstructing the clinical narrative.

Define the accounting and payment handoffs with their system owners. Agree how invoice confirmation and refund evidence reach the people updating these records. Set a reconciliation cutoff so a later receipt is not mistaken for a payment received during the prior operating cycle. Review how financial access is configured for Admin and Clinical Coordinator.

Rehearse a load with a collection and a return stop. Clinical Coordinator prepares a charge for each completed service and reviews the service description and amount. Approve the accepted charges, then use the confirmed billing handoff to identify which have become Invoiced.

Enter a practice settlement against the load using the reference from the payment source. Admin checks that reference and the amount before marking it Confirmed. Clinical Coordinator can compare the receipt with the transport charges, while the billing system retains the detailed invoice allocation.

Now review a cancelled return whose draft charge should be voided. Keep that charge visible as Voided and confirm that the payment discussion still refers to the correct load. If a refund is later confirmed externally, retain the settlement reference and record the corresponding state. Rehearse a repeated receipt reference so the team checks for an existing entry before adding another receipt.

• Charges awaiting approval — Review draft service descriptions and amounts before approving the billing handoff.
• Transport charge register — Inspect approved, invoiced and voided charges for the related stop.
• Settlement register — Compare received amounts and references by load and receipt state.

Use charge review to settlement for the financial handoff.