Best Practice Guidelines: Healthcare Practice Management & POPIA Compliance Framework

Best Practice Guidelines: Healthcare Practice Management

POPIA Compliance Framework




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16. Reports: Roles, Purpose, Dates & Terminology

16.2. Debtors Age Analysis Report

The debtor age analysis only displays outstanding accounts and account that are in credit. Zero accounts can also be displayed on the full age analysis but can be filtered out. These are the accounts that have no amounts due. 

A debtor age analysis is divided into the following:

  • Total outstanding amount
  • Medical aid outstanding
  • Private patient outstanding
  • Current outstanding
  • 30 days outstanding
  • 60 days outstanding 
  • 90 days outstanding
  • 120 days outstanding
  • 150 days outstanding
  • 180 + days outstanding

The columns from current until and including 180 + will be added together to make up the total outstanding per line or per account. The totals at the bottom of each column indicate the sum for each column.

It is noteworthy that negative amounts (credit amounts) are deducted and will decrease the total.

Outstanding accounts

The best practice is to have no outstanding private patient accounts on 90 days and older, and to have no outstanding medical aid patient accounts on 60 days and older.

Use the age analysis to identify accounts that need to be followed up: a regular process should be put in place nominating which week to use for following up on outstanding accounts. For example, the first week of each month can be used to follow up on all 30 days outstanding accounts, the second week of the month to follow up on all 60 days outstanding account, etc. 

Remember to make notes in the notebook when following up on each account.

Credit accounts

Credit amounts on the age analysis mean that those accounts are in credit and that the practice owes money to those medical aids or patients.

When the credit amount is on the patient's part, a refund should be arranged with the patient.

When the credit amount is on the medical aid part, the credit should be kept until the medical aid pulls the amount back on the following payment from the medical aid.