Follow-up and billing

A care task names the patient, responsible clinician, due date and work to complete. Escalated work remains separate from Completed work, even after a reviewer has seen it. Charges link to encounters and carry a service description and amount. Payments link to patients and carry a received amount and reference. The Clinical Coordinator compares payment and charge records at patient and encounter scope before treating the service as settled.

For a patient who needs a call after an encounter, the coordinator assigns a task to the responsible clinician and sets a due date. The clinician records completion or leaves an escalation for review. The coordinator then checks the encounter-linked charge and the patient-linked payment separately. Confirmed means money was received; Pending and Refunded do not mean the charge is settled.

• Source. Keep task, due and completion dates, service description, charge amount, payment reference and received amount on the record that owns the work.
• Responsibility. Clinical Coordinator starts from the relevant list and checks the linked record before acting.
• Handoff. Use the status and dates to decide what the next person should inspect.

Agree when a task moves to in progress, what completion evidence is sufficient and who handles an Escalated task. Define the service description and amount used for charges. The coordinator handles charge drafts within billing scope; agree separately who authorizes approval and invoicing. Match payments using patient identity, reference and amount.

Assign an Open care task to the clinician with a due date and specific follow-up work. Mark it in progress, then Completed with a completion date. Rehearse an Escalated branch and leave it visible for review. Create a Draft charge from the encounter’s service description and amount. Compare an Invoiced charge with a Confirmed payment for the same patient by reference and amount; repeat with a Refunded payment so nobody treats it as collection.

A care task has its own patient link, so it can remain open after the encounter changes state. A charge has an encounter link, while a payment has a patient link. Compare the service and amount without opening clinical narrative for billing staff. If a task is escalated, leave that branch visible to the clinician and reviewer until its resolution is documented.

• Open Care Tasks — See assigned follow-up and due dates.
• Escalated follow-up — Find tasks needing a separate review decision.
• Charges awaiting approval — Inspect draft service charges against encounters.

Use the process walkthrough to rehearse the decision and the data model to check record links. The roles page explains the access responsibilities.