Capture authorized custody activity and review the service charge and payment records around a donation.
The Licensed Clinician records the donation, item text, lot number, quantity, unit and authorizing person after confirming the operational authorization. Use the agreed item terminology so the receiving team can understand the entry.
The Clinical Coordinator records the donation, service description and amount as a Draft charge. Review the collection context before sending the charge for approval.
The Clinical Coordinator checks the service and amount and approves the charge before recording Approved. If the draft should not proceed, record Voided and resolve any related operational question with the collection owner.
The Clinical Coordinator records Invoiced after the customer's external financial process confirms the invoicing handoff. Agree that connection during implementation.
Admin checks receipt evidence against the donor, amount and payment reference before recording Confirmed. Record Refunded after a confirmed refund. The Clinical Coordinator can view the payment position during financial reconciliation.
And how to keep it from happening.
Start free, then use Proto to change fields, steps and approvals before your team goes live.