If your office is big enough, split the duties between three people of (a) opening the mail and running two matching adding machine totals on the checks, (b) preparing the deposit and running a third matching tape total, and (c) posting the checks.Give the insurance company correspondence to a billing clerk to process after stamping the date on each first page.Be sure to always post patient payments ASAP (over the counter and mail) so patients don’t inadvertently receive a bill from the practice that does not reflect their recent payment. Once the credit card payments are successfully processed, give them to the billing clerk to post to the patient account on the computer. Give the credit card payments to the person in your office who processes credit cards, and have them add these payments to your other credit card payments from over the counter.Either way is fine if it works for your practice. Other practices handle them as a part of the process and post everything to a patient account or a dummy account specifically for non-service related revenue. and handle these monies outside of the standard deposit protocol. Some practices receive checks for medical records, depositions, honorariums, call pay, etc.Run two adding machine tapes each on the insurance check pile and the patient check pile to get an accurate total. Open the mail and separate the checks into four piles: (a) all insurance and other non-patient checks, (b) all patient checks, (c) all correspondence from insurance companies without checks, such as denials, “no-pays”, and requests for additional information, and (d) patient credit card payments.It’s easier and less costly to return it to the sender if you catch the mistake on the front end, instead of refunding it after it has been deposited in error. Make sure all mail and checks that you receive are for your practice.(If you are looking for information about making personal bank deposits, go to the top of the page and click on the Lexicon and look for “Bank Deposits.”) Even if you know how to make a deposit, you could copy this post into a word document and with a few changes, use it for a protocol for your office. I am writing this post in response to seeing a lot of questions recently about making deposits.
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