Follow-up and Charges

A care task has a patient, assigned person, due date, completion time and state. It can be open, in progress, completed, escalated or cancelled. This lets a Licensed Clinician give a specific next action to a named colleague after the encounter is complete. A task should say what needs to happen, not merely that someone should “follow up.”

A charge belongs to an encounter and records the service description, amount and state. The Clinical Coordinator manages the charge entry. Patient payments are separate records with receipt time, amount, reference and state. The two sets of records give the team service and payment visibility but need a careful reconciliation process when money is handled elsewhere.

• Care tasks. Name the patient, action, assignee and due date, then follow its state to completion or escalation.
• Service charges. Link the described service and amount to the encounter that generated it.
• Payments. Retain patient receipt details and confirmed or refunded state for authorized review.

Agree who assigns follow-up work and who owns an escalated task. Decide how often assignees check due dates and what counts as completed. For charges, establish the service descriptions used by the clinic and who may change an amount before approval. Keep the clinical decision about care separate from the administrative decision about a charge.

If invoicing or payment collection takes place in another system, agree how the encounter and patient references travel across that boundary. The coordinator should know when an invoice or confirmed receipt has been acknowledged externally before changing the local state. The patient record provides the common reference, while the charge remains tied to the visit.

After a completed visit, the clinician records a care task for the patient, assigns it to a colleague and sets a due date. That colleague opens the task, begins work and records completion when the action is done. If the action cannot proceed, it is escalated so the team sees the exception instead of treating it as silently complete.

The coordinator records the visit’s service charge with its description and amount. An authorized reader checks the charge against the encounter. When a patient payment is received, the receipt record carries its own reference and confirmation state. Rehearse a refunded payment separately so the team does not mistake it for a completed service charge.

• Follow-up Tasks — Open, in-progress and escalated actions with assignees and due dates.
• Open Charges — Draft and approved service charges linked to encounters.

Use follow-up and service accounting to rehearse the handoff. Reports lists the operational questions these records can answer.