End of Day Process Expanded Workflows

Objective

The purpose of this guide is to ensure all team members, both clinical and admin, have completed their daily tasks and cross checked them for accuracy, prior to formal end of day reporting begins. This ensures that the team is working with accurate and up to date information, and prevents the need to make corrections. Consistent end-of-day reconciliation supports cleaner financial reporting, improved collections, more accurate patient account balances, and stronger operational accountability.

Clinical Team - End of Day Responsibilities

• Ensure all completed treatment codes are marked complete and linked to today’s appropriate appointment - Use the Completed Procedures Module or Daily Journal Report to check code completion accuracy. 

  • Notify the admin team of any changes or additions.

• Verify procedures are listed under the correct provider and location.

• Identify any completed appointments where procedure codes were not posted.

• Complete and finalize all Clinical Notes for patients seen that day.

• Utilize Lists, located on the left-side navigation panel, to complete pending medical history signatures, pending signature forms and letters as applicable.

  • Manage Medical History Forms Pending Provider Signature

  • Manage Pending Forms & Letters

• Confirm all lab scripts have been reviewed, signed, and sent. Add & Manage Lab Cases

• Review the Referral Hub and Referral Tracker modules for any clinical action items.

Admin Team - End of Day Responsibilities

• Confirm all appointments are accurate:

  • Check for missing codes to notify the clinical team to post - Use the Missing Transactions Report 

  • Ensure procedures have the correct billing order - Use the Insurance Pending Procedures Report

  • Confirm all appointments are in a checked-out status

  • Address pending appointments on the Clipboard 

• Verify all payments processed outside of your integrated CS Pay account are posted and allocated - Reference the Payment Log.  Including but not limited to: 

  • Cash, Checks, Third-Party Financing, Insurance EFTs, etc.

• Ensure there are no outstanding unapplied credits from today's payments - Use the Unapplied Credit Management SOP.

  • Utilize Text to Pay and/or patient statements for missed collections when applicable. Use the Walkout Balance Report

  • Send Text to Pay and/or Statement for today's uncollected balances, if applicable

• Ensure all production adjustments are entered correctly where applicable, for example: 

  • Courtesy adjustments, professional discounts, membership adjustments, insurance contractual adjustments, etc.

  • Use the  Adjustment Report

• Generate Batch Claims from the Claims Grid:

  • CS Way — High-Level/Deep Dive Claim Filing Workflow (After Check Out Workflow)

  • Claims Batching - review claims requiring corrections or attachments

• Ensure all patient documents are scanned and attached to the document center.

• Confirm clinical documents, forms, EOBs, referrals, and supporting insurance documentation are attached appropriately for future reference and audit compliance.

• Ensure Online Appointments are resolved

• Review the Referral Hub and Referral Tracker modules for any clinical action items.