Charges and payments

The Clinical Coordinator prepares the service description and amount against the encounter that delivered the service. Draft charges remain available for review before approval. The coordinator checks the description and amount against the center’s agreed billing arrangement, then records the decision. This gives the billing handoff a specific visit and service to refer to when preparing the invoice.

Patient payments have a separate record containing the patient, amount, receipt time, reference and current state. Clinical Coordinator can read those receipts when answering an operational question. Admin handles payment administration under the access policy agreed during setup. Confirming money requires evidence from the designated payment source; invoicing and accounting are connections to configure with the center’s existing systems.

• Charge review. Clinical Coordinator checks the service description, encounter and amount before moving Draft to Approved. Leave an unresolved charge in review until its details are agreed. Use Voided when a charge is withdrawn, keeping that outcome separate from an approved service.
• Invoice handoff. Send the approved service details through the agreed billing process. Record Invoiced after the designated billing system has issued the invoice. Agree how the team identifies the external invoice when investigating a question about the charge.
• Receipt confirmation. Admin records a patient payment with its source reference and receipt time. Pending remains distinct from Confirmed. A verified refund uses Refunded so the center can review that outcome separately from money received and retained.

Choose the billing system that issues invoices and the payment source that confirms money received. Agree the currency convention for recorded amounts, the service naming used by staff and who reviews a charge before handoff. Review the meaning of each financial state with the Clinical Coordinator and the person maintaining the external books.

Define a reference convention for payment entry and an investigation procedure for a repeated or uncertain confirmation. Reconcile imported receipts to the original source before staff rely on the totals. Keep refunds identifiable in the agreed reports and decide how their amounts are represented. Patient receipts and encounter charges should be compared with the external billing records when answering allocation or outstanding balance questions.

Prepare a fictional consultation charge in Draft and ask Clinical Coordinator to review the service description and amount. After approval, carry the charge through the chosen billing process and record Invoiced only when the invoice is issued. Enter a separate patient receipt as Pending, then confirm it against the payment source using its reference. Rehearse another receipt marked Refunded and verify that it remains visible as a refund in the payment review.

• Service charge review — Inspect Draft service charges and the encounter attached to each amount.
• Patient payment register — Read Pending, Confirmed and Refunded patient receipts with their source reference.

Use service charge review and patient receipts and agree the external billing connection before release.