Charges and follow-up

The coordinator can record a procedure charge against an appointment with a description and amount. The coordinator drafts it, approves it once it matches the chart, and marks it invoiced once it has been billed. A charge raised in error is voided, so it remains distinguishable from charges being billed.

Patient payments are recorded with the amount, the reference and the date received. A payment is pending until confirmed and can be refunded. Payments are recorded per patient. The billing team matches receipts to invoices in its billing system.

Follow-up care is a treatment task: recall the patient for a six-month check, review healing after an extraction, chase a lab result. Each task names the patient, the person it is assigned to and the due date, and moves from open to in progress to completed, or is escalated or cancelled. The overdue task list helps the team review unfinished work.

The coordinator drafts and approves charges and assigns follow-up; Admin records payments; clinicians work their tasks.

• Draft, approved, invoiced. Review approved charges before billing.
• Payments confirmed. Review pending and confirmed receipts separately.
• Follow-up with a due date. Review tasks after their due date.

Agree your procedure descriptions and prices and who approves charges. Agree how the billing team matches receipts to invoices, and set your refund rules. List your standard follow-up tasks with their usual intervals. Insurance claims and accounting are connections to set up. Prepare examples of a visit with two procedures, a voided charge, a refund and an overdue recall.

After a filling and a scale-and-polish, the coordinator drafts two charges, checks them against the chart and approves them. The billing team issues invoices that afternoon, and the coordinator marks the charges Invoiced after confirmation. The patient pays at the desk; the staff member assigned receipt entry records the payment with the card reference and confirms it when the settlement arrives.

The coordinator assigns a six-month recall task to the hygienist. In month seven the overdue list shows the task; the assigned clinician contacts the patient and records completion after arranging the check-up.

• Draft procedure charges — Charges waiting for approval.
• Patient payments — Payments by status with patient and reference.
• Overdue treatment tasks — Open, in-progress and escalated tasks past their due date.

• Charges and follow-up: From procedure to payment and recall.

Check the data model before importing open charges.