Charges and payments

The Clinical Coordinator can record a service charge against a donation event. Its description and amount explain the service being charged. Draft, Approved, Invoiced and Voided are distinct states. Review the description, event and amount while the record is Draft; approving a charge is a human decision and should precede the Invoiced state. A Voided state should be used deliberately when the charge should not continue through billing.

Payments have a different link. A payment record belongs to a donor and carries the received date, amount, reference and status. Pending, Confirmed and Refunded distinguish money awaiting confirmation from a completed receipt or refund. The donor reference does not itself allocate a particular payment to a particular event charge. Staff should compare charges and payments carefully and use the finance system’s reconciliation process when one is available.

• Event charge. Keep the service description and amount with the event that prompted it.
• Review state. Make the decision between Draft and Approved explicit before invoicing.
• Donor receipt. Record received date, amount and reference on the donor payment record.

Choose who prepares service charges and who is allowed to approve them. The configured Clinical Coordinator manages charges, so agree how a second-person review is handled if your policy requires it. Decide how corrections are recorded after a charge becomes Approved or Invoiced, and when Voided is the appropriate outcome. Use a realistic event with two distinct services so descriptions remain understandable to someone outside the clinical team.

For payments, agree how a receipt is confirmed and what source supplies its reference. A Pending payment should not be reported as confirmed cash. A Refunded payment should remain visible in the donor history. If accounting or payment processing happens in another system, define the source of truth and the handoff before the pilot begins.

After an event, the coordinator enters a service charge with its description and amount. They review the event context, approve the charge and later mark it Invoiced when that step is complete. A payment for the donor appears separately with its received date and reference. The coordinator reads the payment state and reference, then compares the donor’s charges and payment history during reconciliation. The team agrees who confirms receipt evidence in its finance process.

Rehearse a second charge entered in error. Mark it Voided and verify it is still visible as a historical record. Rehearse a payment shown as Pending and another shown as Refunded. The report should let staff explain those states without assuming every confirmed payment belongs to the latest charge.

• Charges for approval — Draft event charges ready for a description and amount check.
• Payments to confirm — Pending donor receipts the coordinator can inspect by amount and reference.

Charge and payment review follows the financial records, while event coordination establishes their event context.