Page 79 - Receptionist

19033 - Deposit Slips & Trans. Journal at End-Of Day

Results Statement: To assure the money collected (cards, checks, and cash) is properly
documented and safely stored.

Primary Responsible Position: Receptionist

How:
1. In AVImark –
a. Go to “Work With”  “Reports” – and to deposit slip – Click print.
b. Go to “Work With”  “Reports” – and to Transaction Journal – Click print.
2. (See “Reconciling Transaction Journal”) On the Transaction Journal look under the “By” column.
Assure each line item on every client and patient has the correct initials for the doctor, Rx
Doctor, Etc.
a. If not correct: Go into AVImark and correct each one on the patient’s file. There is no
need to reprint the transaction journal after corrections.
3. Gather checks and cash to reconcile with deposit slip.
4. Print a batch report from the credit card machine (See “Credit Card Processing”)
5. If there are any discrepancies seek to resolve – call client or inform ED.
a. Coordinate client payment or refund and document in AVImark. Use good judgment.
b. For example:
i. If a client just had a pet euthanized we are NOT going to call the same day to
collect 10 more dollars.
ii. If a new client’s card did not get charged, we WILL call them and get payment
now.
6. Group all CC slips and reconcile with deposit slip. Check carefully for accuracy. Again, if there are
any discrepancies seek to resolve. Correct Avimark / Call client.
7. Staple CC receipts to top right-hand corner of deposit slip and 3-hole punch for notebook.
8. Sign bottom of deposit slip to assure accountability
9. Insert all the above: cash-checks-deposit slip-credit card receipts into an lab sample bag (Antech
or Idexx) and slip under exec. director (or associate office for Legacy Vet) office door.
10. Email owner(s) and ED the total revenue amount for the day.

Drill/Quiz for “Deposit Slips at End-Of-Day”:

1. Why do we have this specific procedure this way? What would happen if we skipped it or did it
differently?
2. What would happen if we did not get this perfect each night? For YOU?
3. Show your trainer how to do this at the end of the day with real deposits. Get a pass only when
you can do this alone without needing help at all.

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