Post-Patient Check-Out

Purpose:

To learn the basic steps which must be taken by front office staff following the departure of a patient from any of our UNT Health clinics, after that patient has been checked out of their appointment.

Objectives:

 Post-Check-Out Process o Gathering Receipts o Printing the Cash Reconciliation Report o Closing the Batch in Gold

Importance of Post-Patient Check-Out:

Post-Patient Check-Out is important, because it is the last chance to make sure the information pertaining to a patient’s appointment and all of the associated financial aspects have all been handled correctly.

This includes gathering any receipts, printing the Cash Reconciliation Report, and closing the batch. Typically, the patient’s superbill payment will be entered in Gold at check- out, right after the patient leaves the clinic. The collected payment should also be denoted on the Daily Audit Summary form and placed into the clinic lockbox at that time.

The gathering of receipts, printing of the Cash Reconciliation Report, and closing of the batch all take place after the last appointment of the day, at which time all payments made to the clinic that day will be reconciled and turned into clinic management. Due to the financial nature of the post-patient check-out process, it is imperative to adhere to the standard procedure. Post-Check-Out Process

Gathering Receipts

All receipts generated by credit card transactions should be kept in the clinic lockbox until the end of the day. If the clinic has multiple lockboxes (such as one for the check-in desk and one for the check-out desk), then all the receipts from both lock boxes should be gathered together at the end of the day, in order to accommodate batching preparation.

Printing the Cash Reconciliation Report

1. To begin the process of printing the Cash Reconciliation Report, select “Charge Entry” from the list of Business Office Functions on the main menu. 2. In the Existing Batch section at the upper right-hand corner, enter the Batch #

3. Select “Open Batch” 4. Select “Cash Reconciliation Rpt” from the Batch Trailer menu on the left.

5. Select “Summary Report” 6. The system generates a “Documents generated” confirmation message.

Closing the Batch in Gold

1. Select “Cancel” 2. In the Finished with Batch section at the lower right-hand corner, select “Close Batch”

3. Select “Complete” 4. The system generates a “Transactions Successfully Entered” confirmation message.

All cash, checks, and credit card receipts should be kept in the clinic lockbox until the end of the day. Throughout the course of the day, each member of the clinic’s front office staff who collects patient payments should log each transaction on their copy of the clinic’s Daily Audit Summary form. At the end of the day, each form should be reconciled with the payments collected in the lockbox. Once the forms have been reconciled, the forms and lockbox contents should be given to the clinic employee who has been designated to confirm these reconciliations (typically the Clinic Supervisor or designee). Cash Reconciliation Report