Best Practice Guidelines: Healthcare Practice Management & POPIA Compliance Framework

Best Practice Guidelines: Healthcare Practice Management

POPIA Compliance Framework

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11. Billing Corrections: Roles & Purpose

Responsible Roles

Makes sure that corrections are done by authorised personnel by utilising the correct functions in the software. Checks all corrections on a daily and weekly basis to ensure that no unauthorised or unnecessary corrections were done.  Ensures that only authorised personnel have access to do corrections.

Will process all billing corrections, eg Credit Notes, Redo Transactions and edit Invoice (Desktop App) functions. Utilises the appropriate functions for the different types of billing errors.

  Check that the proper correction was used. Credit notes will have an effect on the stock levels but journals not. Ensure when stock has been returned or not used on the patient that a credit note was done. 

Will draw reports to check that corrections are annotated with the appropriate reasons and that only authorised personnel had access to do corrections.

   Check that all billing and corrections were done and all medical aid claims and corrections were submitted. Ensure that all outstanding invoices are sent as soon as possible to patients.
  Action maps:
Compliance continuity:

  • Confidentiality measures

Purpose of Billing Corrections

All corrections on invoices MUST be done with Credit Notes so that the turnover is amended.

JOURNALS SHOULD NOT BE USED TO CORRECT ERRONEOUS INVOICES - your reporting will be incorrect as journals post to expense ledger accounts and won’t correct your turnover or cash flow.

Journals are ONLY used for the following purposes:

  • Settlement discount,
  • Small balance write off, and
  • Bad debt written off.