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/policies/administrative/uwmf/uwmf-wide/patient-business-services/113029.policy

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Policies,Administrative,UWMF,UWMF-wide,Patient Business Services

Retail Payments (113.029)

Retail Payments (113.029) - Policies, Administrative, UWMF, UWMF-wide, Patient Business Services

113.029

PBS – 9: Retail Payments
10-25-05
1

University of Wisconsin Medical Foundation
Patient Business Services Policies & Procedures
RETAIL PAYMENTS


__ __ New __X__ Revised

If Revised, Supersedes Policy Dated: 2-1-05

Effective Date: 10-25-05

Policy Number: PBS - 9
Approved By (Name): Connie Kinsella, Vice President, Patient Business Services


Purpose
To define a process to accept payments for retail items (see attachment).


Policy
1. Retail items will not be entered into the Epic system.

2. Retail items will be accounted for on a “Retail Payment Log” which shall be forwarded to
Finance daily.

3. Finance will ensure that the appropriate department is credited for the revenue associated
with retail items purchased.


Procedure
UWHC SITES
The receptionist shall:
1. Accept and process the payment in accordance with established UWHC guidelines.


UWMF SITES (including DFM teaching sites)
Receipt of Payment
1. Reception staff will accept the payment and record all necessary information on the
Retail Payment Log (note, this log is pink; the standard Payment Log used to record
other patient receipts is blue).

2. Generate a written receipt, using the three-part receipt forms. One copy should be
given to the patient, one copy should be sent to finance, and one copy can be
maintained at the site. Note: nothing (no encounter forms or payment receipts)
should be sent to PBS for retail service items. Everything will be handled
directly by Finance.

PBS – 9: Retail Payments
10-25-05
2
3. Conduct the Daily Reconciliation
 Beginning of Each Day:
 Count the amount of cash in the cash box. Note: A Separate Retail
Payment Cash Box should be maintained and kept separate from all
other Cash Boxes. If the beginning amount is correct, indicate this on the
Retail Payment Log. Include the date, site name, site number, beginning
balance, time, and your initials.
 If the beginning amount of cash in the cash drawer is something other than the
designated beginning balance, immediately inform your supervisor (if
registration/check-in staff) or clinic coordinator (if reception staff) and
Finance-Deposits. In addition, you must report the overage or shortage on the
Cash Replenishment form and provide Finance with an explanation for the
discrepancy before a check is issued to replenish the cash drawer. An Incident
Report Form must also be submitted if theft is suspected.

 End of Each Day:
 Patient payment cash drawers must be counted and reconciled at the end of
each day and verified by another person.
 For credit and debit card payments processed with an electronic credit card
terminal, print out a daily batch report of the credit/debit card receipts for the
day.
 Verify that the terminal is set to UW-Health at the end of the day so that
the information can be automatically transmitted to the bank. The
information will not transmit if the terminal is on another setting.
 Balancing
 Total the payments recorded on the Retail Payment Log. Verify that the
sum of payments by type is equal to the total.
 Gather copies of all receipts. Verify that all payments received have been
recorded on the Retail Payment Log.
 Total all of the receipts. Match the receipt total against the Grand Total on
the Retail Payment Log.
 Complete the daily reconciliation by completing the Retail Payment Log
sheet. Indicate the date and time of the reconciliation on the sheet.
 From the Patient Payment Cash Drawer, count out the amount of cash
received for the day as shown on the Retail Payment Log.
 Verify that the amount of cash remaining in the cash box is equal to the
beginning balance. If this is the case, initial the sheet in the “Ending cash
balance verified by” space and place the cash drawer in a locked drawer or
cabinet. If the ending amount of cash in the cash drawer is something other
than the designated beginning balance, immediately inform your clinic
coordinator and Finance-Deposits. In addition, you must report the overage or
shortage on the Cash Replenishment form and provide Finance with an
explanation for the discrepancy before a check is issued to replenish the cash
drawer. An Incident Report Form must also be submitted if theft is suspected.

PBS – 9: Retail Payments
10-25-05
3
 Once reconciled, place the patient payments (including cash, checks and
credit/debit cards), receipts, Epic report, charge card batch report and Retail
Payment Log(s) in the Red Bag.
 The Red Bag, accompanied by a Daily Deposit Routing Control form, must be
forward to the Finance Department-Deposits for deposit to UWMF’s bank
account on a daily basis.


Attachments
Processing of Services and Supplies
Retail Payment Log


References
On-Site Payment Policy
Prepayment Policy