Best Systems for Handling Cash in the Office

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By the WDS Practice Advisory Committee

From Dr. Shawna Flanagan:

I suggest two separate employees oversee counting the cash at the end of the day/close out of the day. An electronic record keeping system that makes the employee put in the method of payment when the patient pays for their services is also a key component to keeping payments accurate and making sure all cash payments are accounted for. We keep all cash and deposits in a locked safe in my office manager’s office and try to go to the bank for a deposit at least two to three times weekly as not to leave cash in the office. I do not take Venmo but it could possibly be an option for patients who want to use “cash” to pay for services. I would assume you would have to set up a Venmo business account that goes directly into your business bank account.

 

From Dr. Sarah Jackson:

We used to accept cash, but several times over 15 years there was theft. About 5 years ago we decided to negotiate our credit card rates as a priority and not accept cash. We rarely have patient complaints and we have never had a single issue with theft since then. We also scan the checks at the front desk so they automatically are deposited. This has eliminated any employees leaving several times a week to go to the bank.

 

The Women’s Dermatologic Society (WDS) Practice Advisory Committee supports Dermatologists at any stage of their career looking to manage or start their own practice by offering resources on
navigating the practice environment.
Visit the WDS blog for more tips and advice. 

 

 

 

Comments

  1. Darice FadeyiJune 28, 2022 at 12:46 PM

    No need to accept cash. Open a Venmo business account, get a QR code to display at reception and offer quick cashless payments for patients if they don’t have a credit card.

    ReplyDelete
  2. AnonymousJune 30, 2022 at 4:58 PM

    Does Venmo allow people without enough cash in their bank account to make a payment? I've had several patients write checks and then a few days later the checks don't clear due to insufficient funds. Does this happen with Venmo, too?

    ReplyDelete

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