Closing Procedures
What do I do for weekly closing?
Organization ApprovedSource Verified
Summary
After Friday's daily closing, complete each weekly item and email them in order to Quality Assurance by closing Friday or 10:00 Monday morning. Do not proceed with current business until approval comes back.
- 1After completing Friday's Daily Closing Procedure, complete each Weekly Closing Procedure item and send it, in order, to Quality Assurance by closing Friday or 10:00 Monday morning.
- 2On the Statistics Report Cover Sheet, fill in the Clinic Name, mark Weekly, and fill in the applicable dates.
- 3Initial each attached item and check the box next to each item verifying it matches the Statistics Report — stop if any item does not match.
- 4Confirm the Patient Tally New Mo Total New Patients, New Mo Total Total Patients, and Equals Today's Total Accts. Rec. Balance come directly from the Appointment Book Patient Tally, and the A/R comes directly from the Appointment Book Accts. Rec. Balance.
- 5Pull a Patient Day Sheet for the week by entering the week's date range (e.g. 06/01/xx – 06/05/xx) in the Date From fields.
- 6Total Patients, Total Charges, Total Payments, Total Adjustments, and Take Back Adjustments must match the Statistics Report's Total Patients, Total Charges, Total Deposits, Total CRADJ, and Total DBADJ — stop if they do not match.
- 7The Accounts Receivable on the Patient Day Sheet must match the Statistics Report Cover Sheet A/R and the ending A/R on the Annual tab.
- 8Print one copy of the last page of the weekly Patient Day Sheet and file it behind the Statistics Report Cover Sheet and the daily Patient Day Sheets for the week.
- 9Place the deposit slip after the applicable Patient Day Sheet; the deposit slip total must match the deposits on the Statistics Report and the payments on the day sheet.
- 10Print a Collection Report Billing Code A-A after all new patients have been input into Medisoft.
- 11Fill in the date, time, and Processing CA Name when emailing the cover sheet.
- 12Keep a standard #10 clinic logo envelope in the front pocket of the Black Binder for items mailed to the Management Office; each Monday, if there are items, stamp and mail it and place a replacement envelope for the upcoming week.
- 13Once Quality Assurance approval is received, staple the approval on top of the weekly reports and file in the January–December file for the applicable month.
Important
Do not enter charges or payments or proceed with current business until Quality Assurance approval is received back.
Citation
CA Manual, Weekly Closing Procedures; A-A Report; Weekly Envelope, p. Closing Procedures · Revised 2/9/26Answers source the CA Manual first; the Medisoft guide is used only where the CA Manual does not cover the task.