Daily/Weekly Tasks

Ensure all practice transactions from the current day are correctly processed.

About this task

Daily tasks are undertaken at the end of each day to ensure that all practice transactions from the current day were correctly processed. These tasks can be actioned weekly, however it is highly recommended that they be done daily.

Procedure

  1. Ensure that daily tasks for all staff members have been actioned:
    • Issue invoices, ensuring all billing for consults, appointment lists, theatre lists, hospital sheets, and operation reports for surgical/assistants.
    • Issue receipts, ensuring all payments are made for consults (cash, cheque, EFTPOS), mailing cheques. If you have access to the bank statement(s), process patients, Medicare, and health fund direct debits.
    • Ensure corrections are made, for example, adjustments, refunds, and write-offs.
  2. Print a Day Sheetwhich is a snapshot and tracking of the day's entries into the system. It includes transactions, allocations, appointments made or cancelled, and bank deposit slips). The day sheet will aid in troubleshooting errors and provide an opportunity to resolve them.
  3. Ensure that transactions, payments, and unallocated accounts are allocated. Allocation involves matching transactions (debits and credits) that affect reporting and patient records. For example, Patient File – Fully invoiced and receipted, but displays as an unfinished file.

    The Credit Reports (Reports > Credit Detail Report) indicate accounts with unallocated credit transactions. To manually allocate the credit transactions:
    • In the patient's record, select the appropriate account, then select Account > Credits.
    • Click Allocate/Refund Credit Payment. The receipts (top) and invoices (bottom) that require allocation are displayed. Receipts will be selected automatically.
    • Click the invoice(s) to allocate. Check the Payment Amount and the Total Allocated Amount match, then click OK. This cleans-up the patient's record (all balances $0.00) and no longer displays these anomalies on the report.
  4. Banking: To finalise/settle the bank deposit, ensure:
    • Cash and cheques are finalised when physically taken to the bank.
    • Credit cards are finalised with the EFTPOS machine batch.
    • Direct deposits are finalised with bank statements for the patient, Medicare, Health Fund and Tyro deposits. Access via the Practice > Explorer (select Banking from the margin menu). Each practitioner must be settled separately.
      Note:
      If reports are required to ensure banking transactions are correct, use the Unbanked Receipts Report or/and the Day Sheet.
  5. Medicare Claiming (BB and DVA): Ensure BB, DVA and patient claims are transmitted to Medicare and processed in Bluechip depending on the status. Claims are processed via the Practice Explorer (select Medicare from the Margin menu). Paid claims appear on the Medicare Australia Claims (Detailed) Report.
  6. Eclipse Claiming to Medicare: Ensure IMC-submitted ECLIPSE claims are transmitted to Medicare and processed in Bluechip depending on the status. Claims are processed via the Practice Explorer (select Medicare from the Margin menu). Paid claims appear on the Inpatient Medical Claim Payment Report. Additional Medicare reports on individual claim types are also available.
  7. Print the next day's Appointment List, with or without comments. This indicates which patients are expected to attend the practice on the following day. Alternatively, this can be printed every morning. This report is accessed via Reports > General Non-financial Reports > Appointment List (with/without comments).
  8. Backup is a strict daily task that can be automated or run manually. If backup is not completed, the practice runs the risk of losing data, for example, files could be lost to viruses, computer crashes, thefts, or disasters. All users must be logged-out of MedicalDirector Bluechip to perform a backup.

Results

All practice transactions from the current day are correctly processed.