Review a service charge and coordinate the next patient action.
Clinical Coordinator records the service description and amount against the correct appointment. Keep the charge in Draft while checking it against the visit. Agree the operating currency with the practice owner before comparing amounts across visits, and confirm which billing record will carry the approved amount.
Clinical Coordinator checks the service and amount, then approves Status: Draft → Approved. Mark it Invoiced after the billing team confirms the external invoice; mark an erroneous charge Voided. Agree where the invoice evidence is kept and who confirms it before this handoff.
The staff member responsible for receipts records the patient, amount, date received and reference. Move Status: Pending → Confirmed after checking the receipt, and keep a refund marked Refunded. Clinical Coordinator reviews the receipt alongside the charge; the billing team reconciles the payment to its invoice in the agreed billing system.
Clinical Coordinator assigns the next care task to a named person and sets its due date. Licensed Clinician moves Status: Open → in progress → Completed as work proceeds and records the completion date. Escalated flags work needing a new decision; Cancelled closes work the practice has chosen to stop.
And how to keep it from happening.
Start free, then use Proto to change fields, steps and approvals before your team goes live.