Approve an encounter charge and review payment evidence from the agreed source.
Clinical Coordinator selects the encounter and enters the service description and amount. Keep the charge Draft while checking the clinic's billing basis. If the visit has been cancelled or its service description is unclear, resolve that question before submitting the amount for the coordinator's billing decision.
Clinical Coordinator approves the amount under the clinic's billing policy and records Approved. If a Draft charge is withdrawn, record Voided under the correction procedure. Check the encounter again at approval so a valid amount is not attached to the wrong patient's visit.
Clinical Coordinator passes the approved charge to the invoicing connection established during setup. Record Invoiced after issue is confirmed by that system. Keep any invoice query with the responsible financial team and use the encounter context to explain the service being billed.
Admin enters the patient payment from the agreed source, retaining received date, amount and reference. Pending becomes Confirmed only after confirmation evidence is checked. Record Refunded when the source confirms that outcome. Clinical Coordinator reads the activity and consults the connected financial system for invoice matching.
And how to keep it from happening.
Start free, then use Proto to change fields, steps and approvals before your team goes live.