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Embezzlement: Is It a Problem in Your Office?
It could be if you’re not following these procedures.
Daily:
Production
Compare the daily production report to the appointment schedule. This assures that every patient gets charged for the procedures performed.
Compare the patients’ charts to the daily production report. This assures that ALL production has been entered in your computer.
These two procedures can save you thousands by picking up missed production entries.
Collections:
Have all checks and cash entered daily onto the deposit slip. Have a second person compare it to the daily collection report and have that person take the deposit to the bank.
Monthly:
Adjustments:
Review ALL adjustments. Determine that they are proper. Adjustments are like cash in that they reduce the patients’ balances.
Several Times per Year:
Patient Statements
Have an employee who is not involved with the daily production and collections control the monthly patient statements. Make sure all patients get a statement and all statements are mailed.
Include these words on each statement: “If there is a discrepancy on your statement, please forward your comments to (P. O. Box or Home Address),” so that employees cannot intercept patients responses.
Conclusion:
Embezzlers usually steal by failing to record production and/or adjust the patients’ balances down while pocketing the corresponding amounts in cash.