Payment Processing & Handling (Pharmacy)

Implementation Date: 10/2021

Date of Last Revision: 6/24/2023

Next Review Due: 6/23/2026

 

Reviewed by VTH Administrative Team: 10/2021

Reviewed by VTH Board: N/A

 

Reviewed by Legal Counsel: N/A

Reviewed by Biosecurity Subcommittee: N/A

Subject to modification by the VTH Director without approval.

Policy

The intent is to describe the process for properly processing and handling payments for the Medication Dispensary staff. Dispensary staff will process accurate payment amounts and methods in SANDI (cash, check, or payment card). Staff will also be responsible for receipts and proofs to be given in to the Business Office.

Guidelines

Use SANDI (and TrustCommerce or CareCredit when applicable) to accurately process payments.

Procedure (if applicable)

While on the patient SANDI profile, click on the ‘’client” drop-down and select “Payment/Adjustment”

The “Take Payment or Make Adjustment” box – on page 2 – will pop up. The *Clinic, *Date, *Payment/Adj., *Amount, and Reference number should be appropriately filled in.

In Box	Enter Option
*Clinic	[Pharm] Pharmacy
*Date	The appropriate date on the calendar
*Payment/Adj.	The appropriate payment method (see page 2)
*Amount	The amount the client is being charged
Reference	The last 4 digits of the card used

CODE	Transaction Method
08	Credit Card
pc	SAC Cash Payment
49	SAC CareCredit E-Deposit
07	SAC Check Payment

Cash Payments: Once “SAC Cash Payment” is selected and the amount is entered, hit submit and view charges.

If Tendered Amount is higher than Payment, a “Change Due” will appear. 

• When closing at the end of the day, gather all Paid Cash into an envelope to prepare to submit to Business Office. Count and verify cash remaining equals to dollar amount that should be remaining in Pharmacy ($100.00)
• Example: if SANDI Proof says $43.95, then prepare $43.95 for Business Office and verify $100 remains. If dollar amount does not match, go through previous receipts and/or client SANDI accounts to find where error occurred.
• If change is needed, larger bill(s) should be placed in an envelope with a deposit slip or note requesting change and the amount of each denomination. Change amount must be equivalent to the amount submitted.
  
  

Check Payments: When taking a “SAC Check Payment”, verify and document Payer’s Driver’s License and write at top part of check. In SANDI: once “SAC Check Payment” method is selected, enter the check # in Reference blank. Submit payment.

Partial Payment / Split Payments: When a Client would like to split a payment between two forms, such as a credit card and cash, you will process two transactions. For Example, if the account balance is $87.56 and the client would like to put $50 on a credit card, process a transaction for $50. The Home page should now show a balance of $37.56. Process a payment with Cash – if the client were to hand you a $40.00 payment, enter 40 using “SAC Cash Payment,” then enter 37.56 under as the amount. Then you can proceed to give $2.44 change back.

Reversal*: If a payment is taken but needs to be adjusted or refunded/credited in Vetstar, type “REV” in the home command line. This should bring up the transactions that were completed that day. If more than one is shown, select the one needed to be reversed. [[Verify the Transaction Method and the $ Amount]]

This REV method can be used if:
 - Cash was taken, but instead Check / Credit Card method was selected or vice versa.
 - Need to adjust charges and need to reverse the payment and start over
 - If SANDI was charged, but no actual payment was taken (such as no credit card transaction in TrustCommerce)

*Note this process will change once SANDI’s financial portion is fully built

 


For transactions that are not done on that current day, it will need to have a Business Office Adjustment

• Send an email to the business office with:
  • The client information/pet information/MR#
  • Transaction that needs adjusted including the drug name, procedure code, date, and amount
  • The reason why the adjustment is taking place

 

Definitions (if applicable)

Veterinary Teaching Hospital (VTH): The collective clinical services of the Large Animal Clinic, Midwest Equine, the Small Animal Clinic, and the Veterinary Medicine South Clinic.