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

16.3. Assistant Audit Report

The Assistant Audit Report will be used to inform the practice which assistant codes have been billed, paid, journaled or credited and what is due to the different assistants.

There are 3 ways to manage and pay Assistants:

  • Pay the Assistant on the amounts that were received for the assistant codes from patients or medical aids. 
  • Pay the Assistant a percentage of the total amount that was received from medical aids or patients for the accounts, no matter if the assistant codes were fully paid or not.
  • Pay the Assistant the total amount of the assistant codes invoiced whether the practice received the amounts from medical aids or patients or even if no money was received.

For the first 2 options, the assistant audit report will be used and the report will calculate the amount for you depending on the option that was chosen.

For the third option, the Creditors Age Analysis or Creditors Debtors transaction drilldown can be used to calculate the payments to all the assistants.

The correct method must be used as per the agreement that the practice has with the assistants.

Best practice dictates that all amounts paid to the assistants must be captured on the system so that the practice will have accurate assistant reports that indicate which payments were made and which amounts are outstanding to assistants.

The following information can be found in the report:

  • Debtor Information:
    • Debtor and patient Names and account numbers
    • Invoice numbers
    • Total Invoice amounts
    • Assistant codes that were billed with the amounts
    • Credit Notes
  • Creditor Information:
    • Creditor/Assistant Names and Account numbers
    • Dates and the Creditors invoice numbers
    • Total Invoice amounts that must be paid over to the Assistants per invoices (Red marked amounts)
    • VAT amounts (If the Assistants are registered for VAT)
    • Payments that were made to the Assistants (Green marked amounts)
    • Outstanding amounts on the invoice lines per percentages or per total amounts that were paid on the assistant codes
  • Financial Information:
    • Bad Debt Amount Totals per assistant codes
    • Settlement discount amount totals and per assistant codes
    • Other Journal amount totals and per assistant codes
    • Receipts by patients or medical aids, totals and per assistant codes
    • Outstanding amounts on debtor invoices, totals and per assistant codes

The most important part of the report is the red marked amounts because those are the amounts that must be paid over to the assistants. The green marked amounts are the amounts that have already been paid over to the assistants for that period. The Blue will change depending on the option that was chosen in the beginning. This will indicate the amounts that are used in the calculations.