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Closing Procedures

How do I close out the month and reset the Appointment Book?

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Summary

After weekly closing, mark the same cover sheet MONTHLY, reconcile monthly and year-to-date Patient Day Sheets, complete the Monthly Closing Checklist with Collection Report totals, and reset the Appointment Book for the new month.

  1. 1
    After completing Weekly Closing, follow the Statistics Report Cover Sheet directions and email all listed information, in order, to Quality Assurance by close of business on the last business day of the month or by 10:00 the next business morning.
  2. 2
    On the same cover sheet prepared for the final week, also mark MONTHLY, fill in the Month and Year, and initial each additional attached item.
  3. 3
    Pull a Patient Day Sheet for the month by entering the month's range (e.g. 06/01/xx – 06/30/xx) in the Date Created fields, leaving Date From blank.
  4. 4
    Total Charges, Total Payments, Total Adjustments, and Take Back Adjustments must match the MTD Total Charges, Total Deposits, Total CRADJ, and Total DBADJ on the Statistics Report — stop if they do not match.
  5. 5
    The Accounts Receivable must match the Statistics Report Cover Sheet A/R and the ending A/R on the Annual tab; print one copy of the last page.
  6. 6
    Pull a second Patient Day Sheet for the year using Date Created (e.g. 01/01/xx – 06/30/xx), confirm it matches the YTD Total Charges, Total Deposits, Total CRADJ, and Total DBADJ, and print one copy of the last page.
  7. 7
    Fill in the clinic name and initial each item as completed on the Monthly Closing Checklist.
  8. 8
    Print the last page of the Collection Reports for each Billing Code (A-A, 1-1, 2-2, 3-3, 4-4, 5-5, 6-6, 7-7, 9-9) in order and transfer each total to the Monthly Closing Checklist.
  9. 9
    Fill in the Collection Report Total for each Billing Code and add them for the Grand Total, which must match the Equals Today's Total Accts. Rec. Balance on the Statistics Report Cover Sheet.
  10. 10
    Fill in the date, time, and Processing CA Name when emailing the Monthly Closing Checklist with a copy of the last page of the Collection Report for each Billing Code.
  11. 11
    Appointment Book reset: Patient Tally Previous Mo. totals for New Patients and Total Patients reset to 0 for the new month.
  12. 12
    Previous Day Month-To-Date figures for charges, payments, and adjustments reset to 0 for the new month.
  13. 13
    Total Accts. Rec. Balance at Beginning of Month carries forward from the previous day's Total Accts. Rec. Balance and changes only on the first business day of the new month.
Important

Do not enter charges or payments or proceed with current business until Quality Assurance approval is received; once approved, staple the approval on top of the monthly reports and file.

Citation
CA Manual, Monthly Closing Procedures; Monthly Closing Checklist; Collection Report, p. Closing Procedures · Revised 2/9/26
Answers source the CA Manual first; the Medisoft guide is used only where the CA Manual does not cover the task.

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