Sample Billing and Collections Policies and Procedures Manual
Section 3 - Financial Policies
B. General Cash Controls - Front Office

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For downloading: General Cash Controls - Front Office (Word file - 30 KB)

Subject: General Cash Controls - Front Office

Policy:

All monies received will be secured in a locked safe or cash box at the medical office. The front office cash box will be maintained separately from the petty cash box.

General Procedure:

  1. At the beginning and ending of each shift the person responsible for the cash drawer will count the cash in the cash box and verify that the appropriate amount is available (The Office Manager will determine the appropriate amount for the office. The amount will vary based on patient mix, volume of patients seen in the office and the standard method of payment).
  2. The cash drawer will be kept locked when not in use. The responsible person will keep the key with him/her during normal working hours. This drawer is not to be used for any reason except payment transactions at the front desk.
  3. Stamp all checks on the back “For Deposit Only” and place in the cash box. Lock the box.
  4. Count the remaining cash in the cash box and verify that the appropriate amount is available. Reconcile any discrepancies. Sign and date the cash book.
  5. Place the cash box in a secured area. Store the cash box key in a separate secured area.

At Time of Visit:

  1. Each day the cash drawer will start with $100.00 [or amount designated by management]. As transactions (deposits) occur, the receptionist will record them on the day sheet and/or into the computer.
  2. All checks will be stamped on back "For Deposit Only" immediately upon receipt. A copy of all checks received both in person and by mail should be kept daily with a copy of the deposit ticket.
  3. At the end of a shift, total receipts minus the original "start" cash in the cash drawer must balance with the daily cash receipts recorded on the day sheet. An adding machine with printing capability should be used to produce a tape verifying the balance.
  4. A deposit is made each day with the detail of all checks recorded on the deposit ticket.
  5. The deposit ticket copy is maintained with the copies of the deposit detail.
  6. Each encounter form must be accounted for each patient seen that day. Cash received during the visit should be noted on the encounter form. Check received should be noted by check number and check amount.
  7. All cash received should have a duplicate cash receipt noted with one copy given to the patient and one kept for the office record.
  8. Most credit card receipts are electronically approved and deposited. Conduct a reconciliation with the receipts record each day and with the bank record each month.
  9. The daily sheet needs to balance at the end of each day, as does the cash box (whether electronically or by paper). If this does not balance, a second tally shall be done with the office manager. The day cannot close until a balance is obtained.

By Mail:

All receipts will be posted by the Office Manager or designated person who will prepare a copy of all non-cash items, (checks and charges) which will match the daily deposit.

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