Follow-up and finance

A care task gives the team a specific action, due date, patient and assigned team member. Its status can move through Open and in progress to Completed, while Escalated and Cancelled remain distinct outcomes. The completed date records when work was finished. For a patient needing a post-procedure check, the task keeps responsibility visible after the visit itself is completed.

Charges are linked to consultations and hold a service description, amount and status. Draft, Approved, Invoiced and Voided are separate states, so the coordinator can see which charges have been reviewed. Payments link to patients and record received date, amount, reference and a Pending, Confirmed or Refunded state. The charge and payment records use different parent links; staff should reconcile them using the patient and visit context during their operating routine.

• Care follow-up. Assign a task to a team member with a due date and keep escalation visible.
• Visit charge. Record the service description and amount against the consultation before approval.
• Patient receipt. Record the payment against the patient with its date, amount and reference.

Agree who creates follow-up tasks, when a clinician completes them and what triggers Escalated status. Define a clear charge review step for the Clinical Coordinator, including how a correction becomes Voided. Agree how the practice checks payment references against the patient account and handles a refund. If a payment processor or billing system is used, plan the exchange and reconciliation as a separate connection.

Licensed Clinician can manage care tasks. Clinical Coordinator can manage care tasks and charges and read payments. Admin has oversight of these records. Those permissions should be checked during rehearsal, especially for a coordinator who needs to review a receipt without changing it.

Complete a procedure visit and create a care task for its patient with an assigned team member and due date. Open My follow-up under that team member and confirm the task is present. Move it to in progress and then Completed, recording the completion date. Create a Draft charge for the consultation, compare the service description and amount to the visit, and approve it. Use an existing patient payment to check its reference and Confirmed state against the patient record. Rehearse an Escalated task and a Voided charge so neither disappears into completed work.

• Open follow-up — See tasks awaiting action or escalation by patient and assignee.
• Charges for review — Find draft service charges linked to their consultation.
• Payment receipts — Review received amounts and references by patient and status.

Follow billing and follow-up and consultation and documentation. Use the reports to inspect outstanding work.