Connect each payment to its invoice or booking

What this means for your practice

Keep a dependable reference connecting the payment with its business record. Agree who checks differences between the provider and clinic systems, while the finance team decides financial treatment.

Questions to take to your supplier

Ask to demonstrate an unmatched fictional payment through the provider's test arrangements. Finance should see the exception and own its resolution. Keep payment and booking states distinct: the responsible teams should define what a payment result means for the administrative journey.

Agree the working process

Agree the business reference used to connect the payment event with the record finance or reception actually works from. Keep the provider's own reference too, since it may be needed for investigation, but explain the relationship in the staff view. Decide which team handles unmatched events and what information they need to resolve them through the approved process. A payment result and an appointment result should remain distinct unless the business has explicitly defined their relationship. For example, the team may need to review a successful test payment whose related administrative record was not created.

Use that situation in acceptance, alongside an ordinary matched result. Ask how later provider updates are connected to the same history rather than creating another apparent payment. Your finance team should define accounting treatment and approval responsibilities. Review the exception list with that team, looking at age and causes as well as count. An integration is more useful when the practice can explain each unresolved event than when it merely reports a high proportion of automatic matches.

How to check the result

Count payment events still waiting to be matched or explained by the responsible team.