Keep charge approval, invoice handoff and payment confirmation distinguishable.
Clinical Coordinator records the encounter, service description and amount in Draft. Check the service that was actually delivered and the center's agreed billing arrangement. Resolve a disputed description or amount before sending the charge for its final review.
Clinical Coordinator reviews the charge and approves Draft to Approved. A withdrawn charge uses Voided. Keep the decision clear before passing service details to the designated billing system so the invoice uses the reviewed information.
Clinical Coordinator records Invoiced after the billing system issues the invoice. Agree how the team finds the external invoice during a patient inquiry. Keep uncertain issuance with the billing owner until it has been checked against the source.
Admin records the patient, amount, receipt time and payment reference. Pending becomes Confirmed after the payment source confirms receipt. A verified refund becomes Refunded. Clinical Coordinator reads the receipt record when reviewing patient payment activity.
And how to keep it from happening.
Start free, then use Proto to change fields, steps and approvals before your team goes live.