Settings

The module Cash Desks registers and shows all financial transactions performed in the virtual space of a clinic in Cliniccards. Cash operation procedures are compulsory because  all financial transactions in a clinic are subject to strict reporting. That is why you shall completely set up operation of the module Cash Desks and keep records of all financial activities in a clinic as provided in accordance with the regulations of the cash operations procedures. 

The module Cash Desk enables monitoring of:

• a cash and non-cash balance in a cash desk and on the clinic accounts in the selected currency for any period;
• flow of funds (transfer among the cash desks, money deposit and encashment);
• patient payments, expenses, settlements with contractors, salary payment, etc.

1. Cash desk settings is a detailed instruction for a Cash Desk setting provided in the section of the Help.
2. Work with Cash Desks is a detailed instruction containing description of the cash desk procedures. The module Cash Desks and the appropriate instruction consist of the following sections:

• Cash Desks
• Transactions
• Contractors
• Spendings
• Exchange rates

Perform the following sequence of actions to set up the module Cash Desks:

1. Add clinic legal persons.

First add clinic legal persons, which conduct financial activities in a clinic. Go to Settings → Other → Clinic companies for patient management.

2. Add Cash Desks.

Add the appropriate number of cash desks (for example, Safe, Settlement account, Bank Card, etc.) when you start work with the module Cash Desks. Select a payment type (cash or non-cash), currency and assign a clinic legal person, if necessary, for every cash desk.

Cliniccards also allows you to automate calculation of fees paid by a clinic to a bank for the services of support and service of non-cash settlements with patients.

Go to Cash Desks → Cash Desk settings to set up a bank fee paid for the acquiring services and select or add a cash desk to be used for the non-cash settlements.

Activate the option % of acquiring in the cash desk information editing box and then specify the percent that is automatically deducted as an acquiring fee.

It should be noted that the percent has no effect on the cash desk balance. The balance fee is calculated individually and represented in the corresponding field in the section Transactions.

3. Specify an exchange rate. 

If your clinic accepts payments in different currencies, set exchange rates for every currency. Herewith, the currencies are always converted into the main clinic currency specified by a clinic owner in the section Settings → Other → Clinic settings.

More information on the currency transactions executed in a clinic is provided in the section Price list of the Help in the subsection Alternative clinic currencies.  

4. Set up access rights.

The rights of access to the module Cash Desks enable arrangement of the clinic financial activities in accordance with the internal regulations.

General access rights are the following:

• Sets up Cash Desks and access
  This is a parameter that enables editing of cash desks and access rights in the section. The access right is usually restricted to the doctors, assistants and junior administrators.
• Contractors
  This is a parameter that provides access to the section Contractors containing a history of settlements with suppliers. Here you can also pay the invoices of suppliers.
  The access right is usually restricted to the doctors, assistants and junior administrators.
• View an exchange rate history
  This is a parameter that provides access to the tab Exchange rates where a history of changing in currency exchange rates in a clinic is provided. The access right is usually restricted to the doctors, assistants and junior administrators.
• History of exchange rates
  This is a parameter to determine a period, during which a history of changing currency exchange rate in a clinic is available to a specialist for view. The access right is usually restricted to the doctors, assistants and junior administrators.
• Can specify a current exchange rate
  This is a right that allows a specialist to change a currency exchange rate in a clinic. The access right is usually restricted to the doctors, assistants and junior administrators.
• Can edit an exchange rate for Cash Desk transactions
  This is a parameter that allows a specialist to change an exchange rate when a patient payment is accepted. The access right is usually restricted to the doctors, assistants and junior administrators.

Setting of access right individually every cash desk consists of the following parameters:

• Work with a Cash Desk
  This is a parameter that allows a specialist to accept payments from patients to a cash desk. This parameter is mainly purposed to set up acceptance of payments by administrators working in different affiliates to the cash desks of the appropriate affiliates.
• Can execute transactions
  This is a parameter that authorizes cash transactions in the appropriate cash desk (Depositing Funds in A Cash Desk, Transfer of Funds Between Cash Desks). The access right is usually assigned to an administrator and a clinic head.
• Cash Desk is in the report
  This a parameter to hide or show data related to the selected cash desk on the cash desk operation main page. Restrict access to the setting Cash Desk Is In the report for the specialists who are authorized to accept patient payments but shall not see all transaction statements for the Cash Desk.
• Time restrictions
  This parameter is applied to restrict a period, during which a specialist is authorized to view a history of transactions executed in the selected cash desk.
• Transaction editing
  This parameter enables restriction of the period, during which a specialist is authorized to edit transactions executed in the cash desk. Only the specialists authorized to accept payments and work with the module Cash Desk can edit transactions.

It is also recommended to restrict the view of financial information and/or allowed editing period in Settings → Access rights → Time restrictions.