Best Practice Guidelines: Healthcare Practice Management & POPIA Compliance Framework: Receipting: Roles & Purpose

Best Practice Guidelines: Healthcare Practice Management & POPIA Compliance Framework

Best Practice Guidelines: Healthcare Practice Management
&
POPIA Compliance Framework

GoodX online Learning Centre

learning.goodx.co.za

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12. Receipting: Roles & Purpose

Responsible Roles

	Management Role: Check the cash and card reconciliations daily. Ensure the correct personnel are responsible for banking the cash. Allocate the right cash to the petty cash if the money is used for day-to-day expenses. Investigate any discrepancies when reconciliation is not complete or does not reconcile. Ensure that all ERAs are posted and balanced with the bank account.
	Operational Role: Receive all Patient payments: card and cash. The Cashier must allocate the payments to the correct accounts and print receipts for the patients where required. All cash and card payments must be reconciled daily. Bank the cash that was received for a certain period. When money is used for day-to-day expenses, it must be given to the Practice Manager and allocated to the Petty Cash cash book before it is used for daily expenses.
	Operational Role: Allocate EFT payments to the correct patient accounts. ERAs must be posted daily but only when the amount is visible on the practice’s bank statements. ERAs that have not yet been received into the practice's bank account should not be posted, otherwise there will be no reminder to follow up on payments with Medical Aids that have not been paid.
	Action maps: Compliance continuity: Updated information

Management Role:

Check the cash and card reconciliations daily.
Ensure the correct personnel are responsible for banking the cash.
Allocate the right cash to the petty cash if the money is used for day-to-day expenses.
Investigate any discrepancies when reconciliation is not complete or does not reconcile.
Ensure that all ERAs are posted and balanced with the bank account.

Operational Role:

Receive all Patient payments: card and cash.
The Cashier must allocate the payments to the correct accounts and print receipts for the patients where required.
All cash and card payments must be reconciled daily.
Bank the cash that was received for a certain period.
When money is used for day-to-day expenses, it must be given to the Practice Manager and allocated to the Petty Cash cash book before it is used for daily expenses.

Operational Role:

Allocate EFT payments to the correct patient accounts.
ERAs must be posted daily but only when the amount is visible on the practice’s bank statements.
ERAs that have not yet been received into the practice's bank account should not be posted, otherwise there will be no reminder to follow up on payments with Medical Aids that have not been paid.

Action maps:
Compliance continuity:

Updated information

Purpose of Receipting

Receipting is the function used to allocate payments made by Patients and Medical Aids.

There are four types of receipts, namely Patient Receipts (private payments), Medical Aid Receipts (remittance advice to be captured by hand), Electronic Remittance Advices (ERAs) (remittance advice received electronically from Medical Aids and imported into the software) and Online Patient Payments (Payment Link Payments). A patient’s account can reflect both Patient Outstanding and Medical Aid Outstanding amounts.

The function used in the software to capture receipts will depend on whether the patient or the Medical Aid makes the payment.

The receipts will increase the practice cash flow and be used to pay for expenses in the practice. The receipt will decrease the debtor account.

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