End-of-Shift Reconcilliation

End-of-shift reconcilliation should be performed at the end of every shift by your CA. The primary purpose is to ensure that the amounts you have actually collected match the amounts you have recorded as collected in Spinalogic. These figures of course should always match to the cent. This is a critical process that must be done to ensure accuracy of your records for both you and your patients.

The secondary purpose is to produce figures for your book-keeper to enter into the books and to bundle collections for banking.

It is important to note that End-of-shift reconcilliation is not a substitute for accurate data entry at the time of accepting payments. With proper care taken at the front desk, their should rarely be a discrepancy. The purpose is a simple double-check to make sure no errors have been made.

Here is the general process:

1. Create the ‘End-Of-Shift Summary’ report – Click ‘Reports’ button..Select Financial..End-Of-Shift Summary..Select date range..Click ‘Show’.
2. Compare the Sub Total for each payment method against your actual collections. e.g. check that the amount in the cash category match with the cash collected. Check the amount in the Credit Card sub total matches the figure generated by your electronic card terminal.
3. If you find any discrepancies, change to the End-Of-Shift Detail report to see every transaction that makes up the sub-total that shows the discrepancy. Go through each transaction until you find the error and correct it. If you have issued a receipt based on an incorrect entry, you may need to reprint and reissue that to the patient.

Without any discrepancies, this should take no more than five minutes to complete. Discrepancies are generally a result of simple carelessness in entering at the time the patient is paying. Cash discrepancies are the most difficult to resolve but with care, you can usually do so. If you cannot, you need to have a policy on what happens with any excess and who will pay for the shortfall.

If you use Zero-Touch Payment, reconcilliation will always be correct. This is one of the many benefits of using zero-touch payment.

Once you have completed reconcilliation, you may want to bundle the collections with the End-Of-Shift Summary report and put them in a safe place for book-keeping and banking. The End-Of-Shift Summary report includes tax, product and service breakdowns to make bookkeeping entry easy from this report.