Checklist template

Missed charges and invoice capture for veterinary hospitals

A ready-to-use checklist with 106 items in 6 sections, covering Treatment sheets, Invoice review, Discounts, Estimates, Inventory usage, Trends. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 106 Items
  • 84 Yes / No checks
  • 6 Scored ratings
  • 114 Points

Use this template How audits work

1. Treatment sheets 18 items

  1. Every hospitalized patient has a treatment sheet or an electronic whiteboard entry Yes / No 1 pt
  2. Each treatment given is initialed with the time on the sheet Yes / No 1 pt
  3. Fluids are recorded by bag started, not only by rate Yes / No 1 pt
  4. Each injection given in the ward is written with its volume Yes / No 1 pt
  5. Technicians enter charges at the time of treatment, not at discharge Yes / No 1 pt
  6. Charge capture is linked to the electronic whiteboard where the software allows it Yes / No 1 pt
  7. Surgery packs, suture and implants used are listed on the anesthesia or surgery record Yes / No 1 pt
  8. Anesthesia time is recorded with start and end times Yes / No 1 pt
  9. Additional procedures done under the same anesthesia (nail trim, ear cleaning, microchip) are written on the surgery record Yes / No 1 pt
  10. In-house laboratory tests run are noted on the sheet with the time Yes / No 1 pt
  11. Radiograph views taken are counted on the imaging log Yes / No 1 pt
  12. Bandage changes and recheck services are noted even when done between appointments Yes / No 1 pt
  13. Each day of hospitalization appears as a separate line on the sheet Yes / No 1 pt
  14. After-hours monitoring or emergency fees are noted for patients admitted outside opening hours Yes / No 1 pt
  15. Take-home medications are written on the discharge sheet before they are handed over Yes / No 1 pt
  16. Travel sheets or circle sheets used in exam rooms are attached to the invoice of the day Yes / No 1 pt
  17. Treatment sheets reviewed during the visit Number
  18. Completeness of treatment sheets as a source for invoicing Rating
    • Every service traceable 5 pts
    • Some services not written down 3 pts
    • Sheets incomplete or missing 1 pt

2. Invoice review 19 items

  1. A second person compares each inpatient invoice with the treatment sheet before discharge Yes / No 1 pt
  2. Yesterday's medical records are compared with yesterday's invoices each morning Yes / No 1 pt
  3. 10 invoices from the last 7 days were compared with their medical records for this review Yes / No 1 pt
  4. Invoices out of 10 with at least one missed charge Number
  5. Estimated value of missed charges found in the sample (dollars) Number
  6. Each sampled anesthesia record has a matching anesthesia charge for the recorded time Yes / No 1 pt
  7. Each laboratory request sampled from the reference laboratory statement has a matching invoice line Yes / No 1 pt
  8. Each radiograph on the imaging log for a sampled day was invoiced Yes / No 1 pt
  9. Injections recorded in sampled records were invoiced with the correct volume Yes / No 1 pt
  10. Fluids, catheters and fluid lines recorded were invoiced Yes / No 1 pt
  11. Cremation and aftercare services on the crematorium statement match client invoices Yes / No 1 pt
  12. Outside services (specialist consults, telemedicine reads) were re-invoiced to the client Yes / No 1 pt
  13. Medical waste or disposal fees are applied where the fee schedule calls for them Yes / No 1 pt
  14. Open invoices are closed or followed up by the end of each day Yes / No 1 pt
  15. Open invoices older than 2 days at the time of the visit Number
  16. No patient left yesterday without a closed invoice or a recorded reason Yes / No 1 pt
  17. Charges added after the client left are followed by a call to the client Yes / No 1 pt
  18. Bundled procedure codes in the software include every component the procedure uses Yes / No 1 pt
  19. Result of the invoice sample Rating
    • No missed charges 5 pts
    • Missed charges on 1 or 2 invoices 3 pts
    • Missed charges on 3 or more invoices 1 pt

3. Discounts 17 items

  1. A written policy lists the discounts allowed and who may grant them Yes / No 1 pt
  2. Each discount on a sampled invoice has a reason code Yes / No 1 pt
  3. Discounts above the limit set by company policy were approved by the practice manager Yes / No 1 pt
  4. Employee pet discounts match the written employee benefit Yes / No 1 pt
  5. Employee pet invoices are entered by a person other than the employee Yes / No 1 pt
  6. Employee account balances are paid on the terms of the policy Yes / No 1 pt
  7. Rescue and shelter discounts apply only to organizations on the approved list Yes / No 1 pt
  8. Senior, military or multi-pet discounts are applied by a discount code, not by changing the price Yes / No 1 pt
  9. Manual price changes on invoice lines are restricted to named users in the software Yes / No 1 pt
  10. Price overrides in the last 30 days each have a note explaining why Yes / No 1 pt
  11. Courtesy rechecks at no charge are entered as a zero-priced line so they can be counted Yes / No 1 pt
  12. Services given free to resolve a complaint are approved and recorded as goodwill Yes / No 1 pt
  13. The discount report is reviewed weekly by the practice manager Yes / No 1 pt
  14. Discounts last month as a percentage of gross revenue (%) Number
  15. Invoices with a manual price override last month Number
  16. Expired promotion codes have been deactivated in the software Yes / No 1 pt
  17. Control of discounts Rating
    • Coded, approved and reviewed 5 pts
    • Coded but not reviewed 3 pts
    • Uncoded or unapproved discounts 1 pt

4. Estimates 17 items

  1. A written estimate is prepared for every surgery, dental procedure and hospitalization Yes / No 1 pt
  2. Estimates are built from templates in the practice software Yes / No 1 pt
  3. Estimate templates were updated after the last fee schedule change Yes / No 1 pt
  4. Estimates show a low and a high total Yes / No 1 pt
  5. The client's signature is on the estimate for 5 sampled procedures Yes / No 1 pt
  6. A deposit is collected at admission where company policy requires one Yes / No 1 pt
  7. The client is called for approval before the high end of the estimate is exceeded Yes / No 1 pt
  8. Approvals given by phone are noted with the date, the time and the amount Yes / No 1 pt
  9. 5 final invoices sampled were within the estimate range or had a recorded approval Yes / No 1 pt
  10. Final invoices out of 5 that were below the low end of the estimate Number
  11. Items on the estimate that were performed all appear on the final invoice Yes / No 1 pt
  12. Items declined on the estimate are marked as declined in the record Yes / No 1 pt
  13. Estimates not accepted are followed up by a call within the time set by company policy Yes / No 1 pt
  14. Optional items accepted by the client (pre-anesthetic bloodwork, pain medication to go home) were invoiced Yes / No 1 pt
  15. Dental estimates are revised after dental radiographs when extractions are added Yes / No 1 pt
  16. Templates include anesthesia monitoring, intravenous catheter and fluids for anesthetic procedures Yes / No 1 pt
  17. Agreement between estimates and final invoices Rating
    • Within range with approvals recorded 5 pts
    • Some invoices outside the range without a note 3 pts
    • Estimates missing or ignored 1 pt

5. Inventory usage 17 items

  1. Purchases of the 10 highest-use injectable drugs last month were compared with the quantities invoiced Yes / No 1 pt
  2. Vaccine doses purchased last quarter were compared with vaccine doses invoiced Yes / No 1 pt
  3. Vaccine doses purchased last quarter Number
  4. Vaccine doses invoiced last quarter Number
  5. Heartworm and flea and tick preventive doses sold match the stock removed Yes / No 1 pt
  6. Reference laboratory statements are reconciled to invoiced tests each month Yes / No 1 pt
  7. In-house analyzer run counts are compared with invoiced tests each month Yes / No 1 pt
  8. Radiograph studies stored in the imaging system last month were compared with invoiced studies Yes / No 1 pt
  9. Microchips used are reconciled to microchip charges Yes / No 1 pt
  10. Therapeutic diet bags sold match the reduction in stock Yes / No 1 pt
  11. Each of 5 sampled prescriptions filled last week appears on the client's invoice Yes / No 1 pt
  12. Prescription labels cannot be printed in the software without an invoice line Yes / No 1 pt
  13. Hospital-use items (fluids, syringes, suture) are linked to procedure codes or tracked as internal use Yes / No 1 pt
  14. Drugs taken for employee pets are invoiced before they leave the pharmacy Yes / No 1 pt
  15. Samples and free goods from manufacturers are recorded separately from purchased stock Yes / No 1 pt
  16. Variances above the tolerance set by company policy were investigated Yes / No 1 pt
  17. Match between purchases and invoiced quantities Rating
    • Within tolerance on every item checked 5 pts
    • Unexplained variance on some items 3 pts
    • Large unexplained variances or no comparison done 1 pt

6. Trends 18 items

  1. Average invoice per patient visit last month (dollars) Number
  2. Average invoice per patient visit in the same month last year (dollars) Number
  3. Laboratory revenue last month as a percentage of total revenue (%) Number
  4. Revenue per veterinarian is reviewed each month Yes / No 1 pt
  5. Average invoice by veterinarian is compared to find charging differences for the same service Yes / No 1 pt
  6. The missed charge audit is done at least monthly Yes / No 1 pt
  7. Date of the last missed charge audit Date
  8. Results of the missed charge audit are shared with veterinarians and technicians Yes / No 1 pt
  9. The most frequently missed charges are listed and posted in the treatment area Yes / No 1 pt
  10. Deleted invoice lines are reported and reviewed each week Yes / No 1 pt
  11. Invoice lines deleted after entry last month Number
  12. Service codes with no sales in the last 12 months have been reviewed and retired Yes / No 1 pt
  13. The fee for each of 5 common services in the software matches the company fee schedule Yes / No 1 pt
  14. New equipment or services introduced in the last 12 months have a charge code Yes / No 1 pt
  15. Corrective actions from the previous missed charge audit have been completed Yes / No 1 pt
  16. Name of the person who performed the invoice sample Short text
  17. Overall control of revenue leakage Rating
    • Monthly audit done, few missed charges found 5 pts
    • Audit irregular or missed charges on some invoices 3 pts
    • No audit done or frequent missed charges 1 pt
  18. Missed charges found and corrective actions required Comments

About this template

This checklist is part of the Bindy template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In Bindy you can add photos, assign corrective actions, require sign-off and compare results across sites.

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