Main Guide

Salucro Opening Cash Drawer, Taking Payments, Closing Drawer, and Daily Cash Summary

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Purpose

To help staff correctly process patient payments in Salucro, identify when a cash drawer is required, upload receipts to the patient’s Expanse account, close the drawer daily, and complete the end-of-day cash summary process.

Situation / Scenario

Use this guide when taking patient payments in Salucro, opening a cash drawer for cash or physical check payments, saving and uploading receipts to the Expanse account, closing the drawer at the end of the day, and completing the Daily Cash Summary.

Step 1

1. Know when a cash drawer is required. - Card payments do not require opening a cash drawer. - ACH payment do not require opening a cash drawer. - ACH is not the same as a check. - Only use ACH when the patient requests to provide their routing and account number. - ACH may also be used for payments plans. - Cash payments require a cash drawer. - Physical check payments require a cash drawer. - The cash drawer must be closed daily. - All money must be counted before it is delivered to the cashier's office. 2. Open Salucro - Log in to Salucro - Begin the payment process as normal. 3. Open a cash drawer when taking the first cash or physical check payment of the day. - Fill in the Patient Information section as normal. - Click Continue - Select Cash as the payment type. - Click Open New Drawer. - Set the drawer location to your location. - Enter Drawer total (total Petty Cash) - Click Open Drawer. 4. Take a cash payment. - Select Cash. - Enter the amount tendered. - Confirm the amount due and change due, if applicable. - Click Pay. 5. Take a physical check payment. - Select Check. - Enter the check number. - Enter the check amount. - Click Pay. 6. Print or email the receipt. - After the payment processes, print or email the receipt as needed. - Save the receipt as a PDF so it can be uploaded to the patient's Exapanse account. - Use this file name format: Last Name,First Name Date. 7. Upload the receipt to the Expanse account. - Open the patient's account in Expanse. - Go to Addl Functions - Select Scanning. - Click OK. - Click the "+" option. - Select Scan/Upload. - Choose Document "Fin" for Financial Document. - Click Upload. - Select the correct receipt PDF. - Click Upload. - Click OK. - Click Back. 8. Close the cash drawer at the end of the day. - In Salucro, go to Cash Reconciliation. - Select the correct drawer. - Click Close. - Enter the Drawer Total. - Select Supervisor as DCH Cashier. - Submit the drawer close. - Copy the drawer number for the end-of-day report. 9. Complete the Daily Cash Summary. -Paste the drawer number from Salucro into the Drawer Number field. -Enter the department. -Enter the cashier name. -Complete the Cash Activity section. -Enter the Computed Close Total using the transaction history downloaded Excel file. -Enter Verified Petty Cash/Change Fund Total as $0. -Complete the Cash Summary section. -Itemize cash bills and coins. -Enter the number of checks. -Enter the check total. -Enter the credit card total. 10. Print the Daily Cash Summary. -Print two copies. -Place one copy in the Daily Cash Summary folder. -Send the other copy to the cashier’s office. 11. Print the transaction list. -In Salucro, go to Transaction History. -Click the arrow/filter option. -Set the location to Financial Clearance. -Download the Excel file. -Open the file. -Highlight the transaction list that needs to be printed. -Print the highlighted selection. 12. Use the correct print settings for the transaction list. -Choose Print Selection. -Use Landscape Orientation. -Select Fit All Columns on One Page. 13. Prepare the end-of-day envelope. -Place checks, cash, the Daily Cash Summary, and the transaction report in the envelope. -Take the envelope to the cashier’s office.

Helpful Tips

- Card payments and ACH payments do not require a cash drawer. - Cash and physical check payments do require a cash drawer. - ACH should only be used when the patient is providing routing and account number information. - The drawer location should be Financial Clearance. - The starting drawer total should be entered as $0. - Always save the receipt as a PDF and upload it to the Expanse account. - Always close the cash drawer daily. - Keep the drawer number because it is needed for the Daily Cash Summary. - Make sure the Daily Cash Summary and transaction list match before taking the envelope to the cashier’s office.

Common Mistakes

- Opening a cash drawer for card payments. - Treating ACH as a check. - Forgetting to open a drawer before taking the first cash or physical check payment. - Forgetting to save and upload the receipt to Expanse. - Uploading the receipt to the wrong account. - Forgetting to close the drawer at the end of the day. - Not copying the drawer number for the Daily Cash Summary. - Forgetting to include the transaction report with the end-of-day envelope. - Printing the transaction list without using landscape orientation or fit-to-page settings.

What NOT To Do

- Do not open a cash drawer for card-only payments. - Do not open a cash drawer for ACH-only payments. - Do not use ACH unless the patient is providing routing and account number information or using ACH for a payment plan. - Do not leave the cash drawer open at the end of the day. - Do not deliver money to the cashier’s office without counting and reconciling it. - Do not upload receipts to the wrong patient account. - Do not enter patient-specific identifiers into the help bot or guide request form.

Escalation Instructions

If the drawer total does not match, a receipt cannot be located, the wrong account was used, the drawer was not closed, or there is any payment discrepancy, escalate to a supervisor or designated Patient Access leadership before submitting the final end-of-day paperwork.