Best Practice Guidelines: Healthcare Practice Management

2. Introduction to Critical Business Processes

2.4. Short summary of procedures in the practice

The following diagram illustrates all the checks that need to be done to make sure that all critical business processes were indeed successfully completed. This chapter provides a basic summary of the tasks that need to be completed on a daily, weekly and monthly basis.


Daily Procedures

Use the following activities as a guideline to start defining daily procedures:

  1. Making and managing appointments
  2. Capture all the day's invoices and payments
  3. Print and post the day's statements
  4. SMS / email patients
  5. EDI Feedback and follow-up of the previous day's EDI batches
  6. End all cash register sessions
  7. Reports (Compare totals)
  8. Send EDI
  9. Daily Backup
Weekly Procedures

Use the following activities as a guideline to start defining weekly procedures:

  1. Restart the server
  2. Medprax update
  3. Capture Medical Aid remittances
  4. Do linking of unallocated / unlinked receipts
  5. Do credit control on outstanding accounts
  6. Send SMSs and email statements
  7. Weekly backup

Monthly Procedures

Use the following activities as a guideline to start defining monthly procedures:

  1. Make sure all the invoices and receipting for the month is finished
  2. Do bank reconciliation (if applicable)
  3. Calculate interest (if applicable)
  4. Do handovers (if applicable)
  5. Write-off small amounts
  6. Linking of unlinked receipts
  7. Patient refunds
  8. Archive accounts
  9. Do month-end procedure (if applicable)
  10. Send SMSs and print statements
  11. Reports
  12. Monthly backup
Healthcare Management Internal Controls

GoodX provides the practice manager with vast reporting capabilities in the program to make sure that all critical business processes have been completed successfully. The above diagram provides the practice manager with a systematic checklist as a reminder of the final steps & checks that need to be completed. 

(For further information, the Healthcare Management Internal Controls guidelines book can be downloaded.)