Page 13 - Client Coordinator

o Send Notification of Collections letter to client
o Provide ED Client Account Folder with the following documentation
 Accounts Receivable Collection Worksheet & Write-Off Authorization
 Print current Accounts Receivable Report (A/R Summary Tab)
 Highlight Client Account Information – Yellow Highlight
 Print Client Account History
 Go to Client Account -Click on Dollar Sign Icon in Toolbar
 Print – History

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 Copies of 1 , 2 , Final Notice, Collection Letter
 Mail Returned or unable to forward envelopes with letter
 Copy of Return Receipt and signed Return Receipt (if received)

COLLECTIONS & WRITE OFF BAD DEBT

DAY 110

Executive Director or Director of Admin (In absence of Executive Director)
 Review Folder & Documentation
o Review documents – determine if account is worth pursuing through collections or written off.
Review with Owner of Legacy Veterinary Hospital
o Depending on case Executive Director through permission of Owner may offer to client a last
effort for payment by offering a special payment option
 Option may include writing off Late Fees and have client pay what is due by a specific
date (within 10 days)
 Option may include offering client to pay 75% of account by a specific date and write off
remaining balance
 Option may include offering client to pay 50% of account by a specific date and write off
remaining balance
 When pursuing Collections: Prepare and send Account to Collection Company no later than DAY 115
 Arrange to write off amount in AVIMARK

 Collection Company
 Phone #
 Transworld Systems 1-888-446-4733 Account #
 We pay an average fixed flat fee of $ 16.00 - $ 34.00 per account depending on volume or
number of accounts we turnover to Transworld

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