Review donation charges and record donor payment outcomes against external evidence.
The Clinical Coordinator records the donation, service description and amount in Draft. Check the description against the service performed and correct the amount under the organization's agreed charging procedure before requesting the billing handoff.
The Clinical Coordinator reviews the service and amount, then approves the change from Draft to Approved. Agree who conducts this review during setup and how the team handles a charge needing correction or cancellation.
The Clinical Coordinator marks the charge Invoiced after the agreed billing handoff has occurred. A cancelled charge becomes Voided under the correction procedure. Keep the accounting document and allocation work in the connected accounting service.
The Admin records the donor, received date, amount and external reference. Change Pending to Confirmed after checking receipt evidence, or record Refunded after a confirmed refund. The Clinical Coordinator reads the result when handling the donor's operational questions.
And how to keep it from happening.
Start free, then use Proto to change fields, steps and approvals before your team goes live.