For printing: Handling of Mail and Deposits by the OA/R (PDF file - 11 KB)
For downloading: Handling of Mail and Deposits by the OA/R (Word file - 31 KB)
Subject: Handling of Mail and Deposits by the Operations Assistant/Receptionist (OA/R)
Policy: All mail is opened and processed daily. Every effort will be made to minimize the level of payments/receipts kept in the office overnight.
Procedures:
1. Open and separate mail into 4 groups as follows:
a. Transmittals - Attach any accompanying correspondence (charge slips) and/or insurance forms.
b. Payments - Attach any accompanying correspondence and/or insurance forms.
c. General correspondence - Such as payer bulletins and letters from patients and insurance companies.
d. Medical correspondence - Requests for medical records, medical reports, etc.
2. Log in professional/physician correspondence. The Medical Director or Office Manager should set guidelines to determine when and what mail may be opened by the OA/R. Note the date received, from whom, and the name of the patient discussed in the correspondence.
3. Use rubber date ink stamp to note the date mail is received.
4. Stamp checks with appropriate "for deposit only" stamp.
5. Photocopy
a. Generally, two (2) copies of all checks and vouchers are made:
- 1 to support deposit
- 1 for patient financial services
b. Personal checks - maintain envelope and any correspondence or forms that come with checks attached to the copy that goes to patient financial services.
c. Commercial checks (Travelers, Aetna, etc.)
d. Medicare, Medical Assistance checks, Blue Shield and other payers - one (1) copy of check with original payment voucher.
6. For correspondence without a check, no photocopy is necessary.
7. Make Deposits
a. Make sure all checks have been stamped with the appropriate “For Deposit Only” stamp.
b. Log deposit figures on Deposit Transaction Sheet.
c. Calculate total deposit and file adding machine tapes in deposit folder.
d. Prepare deposit ticket.
e. Deposit to bank daily.
f. Enter deposit on cash receipts log and attach validated deposit ticket to cash log.
Note: The goal is to have one complete copy of all checks/transmittals received in date order (with copy of deposit ticket), oldest date on the bottom and each new date on top. Depending on the volume, these binders should be for a month or a quarter and retained according to the statute of limitations of your state. Ideally, this information should also be recorded within an electronic database.
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