Custody and Charges

Custody entries record activity against a donation. The Licensed Clinician enters the item text, lot number, quantity, unit and authorizing team member. The collection link lets the team examine the entry alongside the donor visit and its review evidence. Agree how the item description is used in your operation so another person can understand the recorded activity without relying on a verbal explanation.

Service charges also connect to the donation. The Clinical Coordinator records the service description and amount, then uses Draft, Approved, Invoiced or Voided to describe the charge position. Payment receipts connect to the donor and carry a receipt date, amount, reference and Pending, Confirmed or Refunded state. Review each payment in its own context when discussing a donor’s financial records.

• Custody activity. The Licensed Clinician records the donation and authorizing person with the item and lot details. Review the quantity together with its unit during the handoff.
• Charge review. The Clinical Coordinator checks the service description and amount before approving a charge. Record Invoiced after the invoicing handoff has been confirmed through the customer’s agreed financial process.
• Payment confirmation. Admin checks the receipt evidence and reference before confirming a payment. The Clinical Coordinator can view the donor’s payment position while maintaining the donation’s service charges.

Agree the wording used for custody items and measurement units. Decide how the responsible person communicates authorization and how the Licensed Clinician records that person’s identity. Use an actual collection handoff to check that the item, lot and quantity remain understandable to the person examining the case later.

For financial work, agree which services are chargeable and who confirms invoice handoffs. Decide which external accounting or payment system provides receipt evidence, then plan the connection. Agree a single operating currency for the initial charge and payment entry process. Review financial totals only within that agreed context, and keep the external financial reference available to the person confirming a payment.

Take a rehearsal donation with a custody entry awaiting recording. The Licensed Clinician selects the donation, records the item and lot, and checks the quantity and unit against the authorized activity. Ask the Clinical Reviewer to find the authorizing person and explain which collection the entry concerns. Correct any ambiguous item wording before the pilot begins.

Then record a draft service charge for that donation. The Clinical Coordinator reviews the description and amount and approves it. After the external invoice handoff, the coordinator records Invoiced. Admin records a donor payment reference and confirms it only after checking the receipt evidence. During reconciliation, show the charge under its donation and the payment under its donor. Discuss any allocation in the external financial process so the team can explain what each record represents.

• My Custody Entries — Find custody activity naming the signed-in team member as the authorizing person.
• Draft Service Charges — Review donation-linked service descriptions and amounts before approval.
• Pending Payment Confirmation — Check donor receipt references before confirming payment records.

Use custody and financial handoffs to rehearse these entries. Use review and follow-up when an authorization or receipt question needs further work.