Dispensations and charges

A pharmacy dispensation links medication, lot number, quantity and unit to the household visit. It also names the person who authorized the issue. That makes the record useful when a reviewer needs to understand what was dispensed during an encounter and under whose authority. The Licensed Clinician manages the dispensation record; the Clinical Governance Administrator maintains the professional privilege evidence that can be considered alongside it.

A service charge belongs to a visit and records its description, amount and state. The Clinical Coordinator manages charges, including draft, approved, invoiced and voided states. A payment belongs to a household and records when money was received, its amount, reference and state. The Clinical Coordinator can read household payments when comparing them with visit charges.

• Medication issue. The medication, lot, quantity and authorizing person stay linked to the visit.
• Service charge. The description, amount and status show the billing state of visit work.
• Household payment. A received date and reference support reconciliation at the household level.

Charges and payments sit at different levels. A charge points to a specific encounter; a payment points to the household. Finance staff should agree how they match a household payment to an encounter’s charges in their accounting process. An invoiced charge state records progress in the app, while the invoicing or payment processor connection is a separate implementation choice.

Decide who checks medication lot and quantity before a dispensation is saved. Define which privilege type applies when prescribing authority is needed and who checks the verification evidence. For charges, agree who can move a draft to approved and what evidence the coordinator should read first. Choose how payment references are entered and which external finance system, if any, receives the transaction. Keep the first pilot narrow enough that staff can reconcile a few visits manually.

Review a case from clinical entry through finance. The clinician records the medication issue against the visit and identifies the authorizing person. The coordinator enters a service charge for that same visit and checks the description and amount. A later household payment can be found by its received date and reference. The team checks both records before reporting that the visit’s financial work is complete.

A household visit includes a medication dispensation. The clinician enters the medication, lot number, quantity and unit, chooses the authorizing person and links the encounter. The coordinator then creates a draft service charge for the visit and checks the amount and description before marking it Approved. If a payment is received, the household payment record holds the amount and reference. A refunded payment keeps its own status so the team does not confuse it with a confirmed receipt.

• Draft charges — Find visit charges awaiting a billing decision.
• Patient payments — Review household receipts by date, reference and state.
• Encounter review inbox — Inspect the clinical context for the charged visit.

Read household visit to review and consent and privilege review.