Cash Desk Settings

The module Cash Desks automatically registers and shows all  financial transactions executed in the clinic virtual space in Cliniccards. Cash desk discipline must be observed because all financial transactions in the clinic are subject to strict reporting. That is why you need to perform all settings of the module Cash Desks and keep daily turnover records in your clinic in accordance with the cash desk discipline regulations.

 Use the module Cash Desk to monitor the following parameters:

• a cash desk and clinic account balance of cash and non-cash resources (selected currency) for any period;
• flow of funds (transfers between the cash desks, cash deposit and encashment);
• patient payments, spendings, settlements with contractors, salary payment, etc.

Follow the steps to set the work of module Cash Desks:

1. Add a clinic legal person

First add the clinic legal persons running financial operations in the clinic. To do so, go to Settings → Other → Clinic companies for clinic management.

2. Add Cash Desks 

Add the required number of cash desks (for example, Cashbox, Settlement account, Bank card, etc.). Select a type of payment (cash or non-cash), currency and assign a clinic legal entity, if necessary, for every cash desk.

3. Specify a currency exchange rate 

If your clinic works with different currencies, you need to specify an exchange rate for the currencies. Herewith, conversion of the currencies is always related to the main currency of the clinic specified by the clinic owner in Settings → Other → Clinic settings.

More information on the use of different currencies in a clinic is available in the section Price list of the Help

4. Setting of the access rights

The rights of the employee access to the module Cash Desks to arrange financial activity of your clinic in compliance with the internal management regulations. Herewith, note that the rights of access to the cash desks are individually divided into General and Right of access to every Cash Desk. 

General access rights are the following:

• Sets cash desks and access to provide access to the cash desk settings and editing of the access rights in the section. The access right is mainly restricted to the doctors, assistants and senior administrators.
• Contractors is a parameter that allows access to the tab Contractors where a history of settlements with contractors is. You can also pay the invoices of contractors here. The access right is mainly restricted to the doctors, assistants and senior administrators.
• View an exchange rate history is a parameter that enables access to the tab Exchange rate where you can view a history of the exchange rate variations in the clinic. The access right is mainly restricted to the doctors, assistants and senior administrators.
• Exchange rate history is a parameter that determines a period within which a specialist will have access to view the exchange rate history in the clinic.  The access right is mainly restricted to the doctors, assistants and senior administrators.
• Can specify a current exchange rate is a parameter that allows changing the exchange rate in the clinic. The access right is mainly restricted to the doctors, assistants and senior administrators.
• Can edit an exchange rate for the Cash Desk transactions is a parameter that assigns an employee right to change an exchange rate when at the moment when a patient payment is accepted. The access right is mainly restricted to the doctors, assistants and senior administrators.

Individual settings of the rights of access to every cash desk include the following parameters:

• Works with the Cash Desk is a parameter that assigns an employee a right to accept patient payments to the cash desk. This parameter is frequently used to set up acceptance of payments by the administrators working with the corresponding cash desks in the different clinic affiliates.
• Can execute transactions is a parameter that enables an employee to execute transactions with the corresponding cash desk (putting money to the cash desk, transfer of money between cash desks). The access right is mainly assigned to the administrators and heads of the clinic.
• Cash Desk is in the report is a parameter that allows hiding or showing the data on the selected cash desk on the main page of cash desks operations Restrict access to the settings Cash Desk is in the report for an employee who can accept patient payments but shall not see the statements of the Cash Desk transactions.
• Temporary restrictions is a parameter that enables restriction of the period, during which an employee can view the history of transactions from the selected cash desk.
• Transaction editing is a parameter that enables restriction of the period, during which an employee can edit transactions from the selected cash desk. Only the employees who can accept payments and work with the module Cash Desk shall edit the transactions.

We also recommend you to restrict viewing of financial information and/or set time restrictions for editing in Settings → Access rights → Time restrictions. Other settings of the module Cash Desk include List of contractors and setting up the module Spendings.