DM Revenue Collection Policy
DM Revenue Collection Policy
DM Revenue Collection Policy
DEFINITIONS:..............................................................................................................................................3
The following stakeholders are both users and implementers of the Policy.................................4
RESPONSIBILITIES................................................................................................................................5
Responsibility of Client.........................................................................................................................5
CASH......................................................................................................................................................5
CREDIT..................................................................................................................................................7
MEDICAL AID...........................................................................................................................................9
DOCUMENT AUTHORIZATION:.........................................................................................................10
AMENDMENT HISTORY......................................................................................................................11
ACRONYMS AND ABBREVIATIONS
NG National Government
PG Provincial Government
PR Performance Requirement
RL Referral Letter
AO Admissions Officer
IQ Initial Quote
DEFINITIONS:
Community: a group of individuals or social unit that share the same space, values, interests,
identity, customs, or tradition. The group may also share a given geographical locations.
Customer: an individual or business that purchases goods or services from another company.
Customers drive revenues and make deals with other companies.
Hospital Discharge: an official release of a patient from hospital care by a medical care
worker or a physician. This process occurs after the patient has completed course of treatment
Health Practitioners: a licensed physician who practices medicine, offers medical services to
Initial Quote: a written document with an offer from the provider (seller) to the customer
(buyer) about the purchase price of goods or services under specified conditions. The document
is given to the potential buyer so that the buyer can know how much the goods/services are
Referral Letter: a letter of communication between the primary care and secondary care. The
letter has detailed information and medical history of the patient to give the receiving doctor
Resources: a stock or supply of money, materials, staff, and other assets that can be drawn
The purpose of this document is to provide guidance to the customer and sales employees on
the onboarding and invoicing process of customers.
An email sent to the customer to verify their email and then will be redirected to a new page.
The customer will be given a client ID and required to select the type of method of payment,
which will determine the documents the customer must upload:
● Copy ID
● Referral Letter
All upload fields are mandatory, and the customer will not be able to proceed if any of the
documents are missing.
The receiving referral personnel will inspect the referral letter to ensure all details (customer
name, contact details, care plan and prescription) have been included on the document.
All valid, accurate and complete referral letters are authorized by the Customer Relations Clerk,
and the application is then transferred to the credit manager.
Should any of the mandatory details be missing on the referral letter, the customer relations
clerk will send an email to the customer notifying them to get the relevant missing information
completed by their doctor.
The credit manager will view the Bank confirmation letter and ID copy to verify its authenticity by
performing a credit check with the relevant credit parties.
An initial quote is created by the customer relations clerk and sent via email to the customer
based on the type of service and care plan the client has been referred on.
The customer is required to send an acceptance email in order to be admitted into Digi
Medical’s care.
Once approved, the customer is required to pay an upfront consultation fee deposit via EFT
based on the care plan before he/she is admitted.
If the customer needs to change/update their medical information, he/she must email the
customer relations helpdesk (helpdesk@dm.co.za) the new information and reason for the
change.
The system requires both the customer relations clerk and Customer and Sales Manager to
authorize changes to medical information.
The Doctor in charge of the customer will notify the customer relations day before that the
customer will be discharged the following day.
The customer relations inform the invoice department of the customer who will be discharged.
A reconciliation is performed, the invoice clerk will confirm that the deposit was paid by the
customer based on the initial quote.
The invoice clerk will then confirm the actual number of days the customer spent using the daily
rate card/ admissions sheet.
The Accounts Manager authorizes the invoice and the remaining balance will then be invoiced
to the customer on the day they are discharged, and payment should be done within 48 hours.
CREDIT
The customer needs to log on to the website and insert important information such as name,
surname, email, and contact number.
An email sent to the customer to verify their email and then will be redirected to a new page.
The customer will be given a client ID and be required to select the type of method of payment,
which will determine the documents the customer must upload:
● Referral Letter
All upload fields are a requirement and the customer will not be able to proceed if any of the
documents are missing.
The receiving referral personnel will inspect the referral letter to ensure all details (customer
name, contact details, care plan and prescription) have been included on the document.
All valid, accurate and complete referral letters are authorized, and the application is then
transferred to the credit manager.
Should there be any of the important details be missing on the referral letter, the customer
relations clerk will send an email to the customer notifying them to get the relevant missing
information completed by their doctor.
The credit manager will view the credit application form to verify its authenticity by performing a
credit check with the relevant credit parties and comparing it with the information supplied by the
customer.
All credit customers with a good credit background, complete and accurate information on the
credit information will be pre-approved with a maximum credit limit of R20 000.
An initial quote is created by the admissions officer and sent via email to the customer based on
the type of service and care plan the client has been referred on.
The initial quote for the credit being offered also indicates the payment category that the
customer falls under (30/60/90 days) for paying back the credit
Customers invoices:
Once approved, the customer will be admitted into Digi Medical’s care.
If the customer needs to change/update their medical information, he/she must email the
customer relations helpdesk (helpdesk@dm.co.za) the new information and reason for the
change.
The system requires both the Customer Relations Clerk and Customer and Sales Manager to
authorize changes to medical information.
The Doctor in charge of the customer will notify the admissions officer a day before that the
customer will be discharged the following day.
The Customer Relations Clerk informs the invoice department of the customer to be discharged.
A reconciliation is performed, the invoice clerk will confirm that the 50% deposit was paid by the
customer based on the initial quote.
The invoice clerk will then confirm the actual number of days the customer spent using the daily
rate card/ admissions sheet.
The invoice is generated and then sent to be authorized by the Accounts Receivable clerk.
The invoice is sent to the customer informing them of how much time they have to pay their
medical bill.
MEDICAL AID
The customer needs to log on to the website and insert important information such as name,
surname, email, and contact number.
An email sent to the customer to verify their email and then will be redirected to a new page.
The customer will be given a client ID and required to select the type of method of payment,
which will determine the documents the customer must upload:
● Referral Letter
● Copy of ID
All upload fields are a requirement and the customer will not be able to proceed if any of the
documents are missing.
The Customer Relations Clerk will inspect the referral letter to ensure all details (customer
name, contact details, care plan and prescription) have been included on the document.
All valid, accurate and complete referral letters are authorized, and the application is then
transferred to the credit manager.
Should any of the important details be missing on the referral letter, the Customer Relations
Clerk will send an email to the customer notifying them to get the relevant missing information
completed by their doctor.
The credit manager will view the Medical aid card document to verify its authenticity by calling
the Medical aid scheme and verifying that the customer:
All medical aid customers who have been pre-approved will be approved with a maximum
credit limit of R25 000.
An initial quote is created by the admissions officer and sent via email to the Medical Aid based
on the type of service and care plan the client has been referred on.
The Medical Aid scheme is required to send an acceptance email in order to be admitted into
Digi Medical’s care.
If the customer needs to change/update their medical information, he/she must email the
customer relations helpdesk (helpdesk@dm.co.za) the new information and reason for the
change.
The system requires both the Customer Relations Clerk and Customer and Sales Manager to
authorize changes to medical information.
The Doctor in charge of the customer will notify the Customer Relations Clerk a day before that
the customer will be discharged the following day.
The Admissions officer informs the invoice department of the customer who will be discharged.
A reconciliation is performed, the invoice clerk will confirm that the total amount owed by the
customer based on the initial quote.
The invoice clerk will then confirm the actual number of days the customer spent using the daily
rate card/ admissions sheet.
The invoice is authorized by the Accounts Receivable clerk and be sent to the Medical Aid
scheme a day after they are discharged.
DOCUMENT AUTHORIZATION:
ENDORSE Sipho Mkhize 17 January 2018
(Customer and Sales
Manager)
AMENDMENT HISTORY
The policy is required to be reviewed on an annual basis.