Charges and payments

A charge records a service description and amount against an encounter. Draft indicates work that still needs review. The Clinical Coordinator manages the charge and can move it to Approved after checking the visit context. Invoiced identifies an issued charge; Voided preserves a separate outcome when the charge should not proceed. The encounter reference lets the coordinator compare the service being billed with the visit that produced it.

A payment is a separate patient record with a receipt date, amount, reference and state. Pending, Confirmed and Refunded describe what happened to the receipt. The patient reference makes the payer context visible. A confirmed payment should not be inferred merely from an approved charge, because these are separate records with separate decisions and times.

• Charge preparation. The coordinator records the service and amount against the encounter.
• Human decision. The coordinator reviews the draft before marking it Approved or Voided.
• Receipt state. A patient payment remains Pending until the team records confirmation.

Decide what source the coordinator uses for service descriptions and amounts. Agree which encounter states and clinical evidence are required before a charge is approved. Define who confirms receipts and where the payment reference comes from. If another system issues invoices or accepts money, agree how its result reaches the authorized record owner before relying on a local status.

The Clinical Coordinator can manage charges and see payment records. Admin oversees access and can inspect financial records. A reviewer can inspect care evidence, while the coordinator holds the recorded charge decision. Agree on a correction path for an amount found to be wrong after approval. Voided should remain distinguishable from a charge that was issued and then paid.

A patient completes a visit with a signed note and a recorded observation. The coordinator opens the encounter and prepares a charge describing the service. Before approval, they compare the charge with the encounter and confirm that the Clinical Reviewer has examined the supporting evidence. If the amount or description is wrong, the draft stays in review. If the service should not be charged, the record becomes Voided. Otherwise, the coordinator marks it Approved, then Invoiced when issuance is recorded.

When a patient payment appears in the record, the coordinator checks its patient, date, amount, reference and state. Pending remains distinct from Confirmed, and Refunded preserves the later outcome. During review, the coordinator can compare charges by encounter with payments by patient.

• Draft Charge Review — Find encounter-linked charges waiting for the coordinator’s decision.
• Pending Patient Payments — See patient receipts that still need confirmation.

See charge review and encounter documentation. Plan connections in integrations.