Closing Procedures
How do I close out the Appointment Book (services, patient visits, and new patients)?
Summary
Closing the Appointment Book means posting each patient's service codes and charges, reconciling scheduled/kept/missed visits against the Sign-In Sheet, tallying new patients and total patient visits (AM, PM, day, and month-to-date), totaling the charge columns into Total (A), Total (E) and Total Charges (F), totaling payments and adjustments, and proving accounts receivable against the Medisoft Patient Day Sheet.
- 1As each patient is treated, write their services for that date under the SERVICE CODES column and the day's charge in the charge column beside their name (example: OV2,T,H,MS,M — $340.00). Never use pencil, erasable ink or whiteout.
Appointment Book, AM page — service codes and charges are listed under the SERVICE CODES column beside each patient
CA Manual, Appointment Book · click to zoom
- 2Confirm every patient has either a red box (kept) or blue box (missed) beside their name, plus an R/S date or a place on the Blue Sheet. Any patient with neither is a Crack — write CRACK across the appointment date/time, add them to the Blue Sheet and call them.
- 3PATIENT RECONCILIATION (section B): count the total scheduled patients (all red and blue boxes), total Kept (red) and total Missed (blue) for the AM. Percentage = Kept ÷ Scheduled (round up at .5). Repeat for the PM, then add AM + PM for the Daily Scheduled, Kept and Missed, and divide Total Kept ÷ Total Scheduled for the Daily Percentage. The number Kept must match the number of signatures on the Sign-In Sheet.
Appointment Book, AM page — Patient Reconciliation: Scheduled, Kept, Missed and Percentage for AM, PM and Daily
CA Manual, Appointment Book · click to zoom
- 4PATIENT TALLY — New Patients: count the new patients (written in red ink with a circled NP and a number from the New Patient Log) for AM, PM and TL for the day. Carry the previous night's New Mo. Total into Prev. Mo. Total, then add today's total to get the current New Mo. Total.
Appointment Book, AM page — Patient Tally: New Patients and Total Patients (AM / PM / TL) with Prev. Mo. and New Mo. totals
CA Manual, Appointment Book · click to zoom
- 5PATIENT TALLY — Total Patients: list the patient visits colored in red for AM, PM and TL. Carry the previous night's New Mo. Total into Prev. Mo. Total and add today's total for the new New Mo. Total. The daily Kept (★) in Patient Reconciliation must match the Total Patients ★TL in the Patient Tally.
- 6TOTAL CHARGES — AM (section A): after posting AM charges, total each column (Total Col 1 and Total Col 2) on the bottom left of the AM page and add them for the morning Total (A). Verify Total (A) against the Total Charges in Medisoft (Reports > Day Sheets > Patient Day Sheet), then transfer it to the Total (A) line in section E on the bottom right of the PM page. Total Charges (A) must match the Patient Day Sheet at AM closing.
Appointment Book, AM page — Total Col. 1 and Total Col. 2 add to the morning Total (A)
CA Manual, Appointment Book · click to zoom
- 7TOTAL CHARGES — PM (sections E and F): after posting PM charges, total Total Col 3 and Total Col 4 on the bottom right of the PM page and add them for Total (E). Add Total (A) + Total (E) for Total Charges (F) — the day's total charges, which must match the Patient Day Sheet at PM closing.
Appointment Book, PM page — Total Col. 3 and Total Col. 4 add to Total (E); Total (A) + Total (E) = Total Charges (F)
CA Manual, Appointment Book · click to zoom
- 8PAYMENTS AND ADJUSTMENTS: enter payments in the Payments Received column as they are collected, including all CRADJ and DBADJ. At the end of the day total PMNT, CRADJ and DBADJ into boxes C, D and E. Never leave a total blank — write 0 if zero. These must match the Patient Day Sheet.
- 9PROOF OF DAILY ACCOUNTS RECEIVABLE: bring forward the previous day's Total Accts. Rec. Balance①, add Total Fees Charged (F) for the subtotal, then subtract Today's Total Payments (C) and Total CRADJ (D) and add Total DBADJ (E) to get Today's Total Accts. Rec. Balance①.
- 10MONTH-TO-DATE: transfer F, C, D and E into the top row, bring the prior day's month-to-date figures into the center row, and add them for the new Total Charges (G), Payments (H), CRADJ (I) and DBADJ (J).
- 11MONTH-TO-DATE PROOF OF A/R: start with the Total Accts. Rec. Balance at the Beg. of Month (unchanged all month), add Month To Date Charges (G) for the subtotal, then subtract Payments (H) and CRADJ (I) and add DBADJ (J) to get Total Accts. Rec. Balance②.
- 12Final check: Balance① and Balance② must match each other and the Accounts Receivable balance at the bottom of the Patient Day Sheet. The Sign-In Sheet, patient ledgers in Medisoft, and the Appointment Book must all agree before the day is closed.
Do not proceed with a new day's charges or payments if Today's Total Accts. Rec. Balance① and ② do not match the Patient Day Sheet. The daily Kept total must equal the Sign-In Sheet signatures and the Total Patients ★TL in the Patient Tally.