Charges and payments

Clinical Coordinator records a service description and amount against the encounter. Draft charges give the coordinator a working list to review before approving the amount under the clinic’s billing policy. An approved charge remains distinguishable from an Invoiced charge, allowing staff to check whether the connected invoicing step has actually happened.

Patient payment records have their own received date, reference and state. Clinical Coordinator can read that activity when discussing a patient’s account. Admin handles payment entry under the agreed setup procedure. The clinic reviews Pending, Confirmed and Refunded separately so an uncertain receipt does not appear as confirmed money.

• Prepare the charge. Clinical Coordinator selects the encounter and describes the service clearly enough for another person to identify it. Check the amount against the clinic’s agreed charge basis. Keep the entry Draft while the service or amount needs correction.
• Approve and issue. Clinical Coordinator approves the charge under the clinic’s policy. When the connected invoicing system confirms issue, record Invoiced. Use Voided for a charge withdrawn under the agreed correction procedure, preserving an understandable account of the visit’s billing activity.
• Review payment activity. Admin records the patient, received date and source reference when entering payment information. Confirm a payment from the relevant source evidence. Clinical Coordinator reads the result and raises questions about an uncertain receipt or a recorded refund before telling the patient what happened.

Agree who authorizes the service amount and which system issues the customer invoice. Select the payment source used for confirmation and the person who checks refunds. Establish the clinic’s operating currency convention with the billing owner before using amount totals, and keep external references recognizable to the team handling queries.

Set up the accounting or payment connection where reconciliation is needed. Agree how that system matches money to invoices and how staff investigate an unmatched receipt. The local review keeps encounter charges and patient payment activity understandable; the connected financial system supplies the agreed settlement detail.

Choose a completed practice encounter and enter a Draft charge with a clear service description. Clinical Coordinator checks the visit and amount, approves the charge and passes it to the configured invoicing process. After issue is confirmed there, the coordinator records Invoiced and checks that the encounter reference still identifies the intended visit.

Enter a practice payment as Pending with the patient’s reference. Review the source evidence before changing it to Confirmed. Ask the coordinator to explain what the payment record says, and then consult the financial connection for the invoice match. This keeps the patient conversation grounded in the evidence available to each person.

Repeat the rehearsal with a withdrawn Draft charge and a refund recorded by the payment source. The team should recognize Voided and Refunded as different events. Inspect each original reference before deciding whether a correction concerns the service charge, money received or the external matching step.

• Draft service charges — Check service descriptions and amounts before approving billing work.
• Patient payment register — Review pending, confirmed and refunded patient payment entries.

Use service charge to payment review and define the financial handoff in integrations.