Best Practice Guidelines: Medical | Dental | Allieds

Responsible Roles

	Management Role: Ensure that corrections are done by authorised personnel by utilising the correct functions in the software. Check all corrections daily and weekly to ensure that no unauthorised or unnecessary corrections were made. Ensure that only authorised personnel have access to do corrections.
	Operational Role: Will process all billing corrections, for example, Credit Notes, Redo Transactions and Edit Invoice functions. Utilises the appropriate functions for the different types of billing errors.
	Operational Role: Check that all billing and corrections were done and all medical aid claims and corrections were submitted. Ensure that all outstanding invoices are sent timely to patients.
	Operational Role: Check that applicable corrections were made. (Credit notes will affect the stock levels, but journals not.) Ensure that credit notes were made when the stock was returned or not used on patients.
	Operational Role: Draw reports to check that corrections are annotated with the right reasons and that only authorised personnel had access to corrections.
	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. Redo Transactions will always create a Credit Note automatically before the Invoice can be amended and posted again. 

Billing Corrections need to be done on invoices/billing that was done incorrectly. The corrections will assist in correcting the Reports, Turnover, Ledger Accounts and Debtor Account. All Financial reports will show the corrections, and a correction report should be kept for the Auditors every year. 

Ensure that the correct personnel have access and that the personnel responsible for the correction understand the impact of each correction type on the reports.

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: