ORDERING AND PROCESSING INVOICES AND STATEMENTS

Standard  Operating Procedures

 

 

ü     Each Center location must have a separate account number for each company, vendor and distributor  that provides optical and contact lens materials. 

 

ü     Patient care and office supplies may only be ordered by designated staff members at the University Eye Center and delivered to each remote location. An Eyecare "Need to order report" must be generated before stock frames can be ordered.

 

ü     Vendors are to be informed and/or reminded that the University of Missouri has a tax-exemption.  Staff should contact the Business and Fiscal Operations Specialist if the vendor requires tax exemption documentation.  Include the vendor's name, account number and fax number with the request.

 

ü     Companies, vendors and distributors should be reminded to include invoices with the materials shipped when orders are placed.

 

ü     Staff ordering optical and contact lens materials and patient care and office supplies must process invoices and credits without delay when the materials arrive at the Centers.  If an invoice is not received, the vendor must be contacted immediately.  It is not appropriate to wait until statements arrive.

 

ü     Invoices for individual material purchases (frames, lenses, contact lenses) must be completed by the staff member receiving the materials.  This includes writing on the invoice the patient's name, the medical record number, the amount paid, and the date of the payment.   If the patient used a vision plan  for the purchase of materials,  the amount of the co-payment and the name of the vision plan used must be included.

 

ü     All orders for materials must be paid by the patient prior to placing the order.  A copy of the superbill must be placed in the materials tray. 

 

ü     Each month statements from frame manufacturers, optical labs and contact lens companies must be reconciled by the designated staff member at each Center location.  A check mark is placed next to each invoice and credit on the statement.  The total dollar amount of the invoices and credits must match the amount on the statement.

 

ü     Original invoices and credits must be attached to the statement.  If there is not an original invoice available, a duplicate copy is included.  A note explaining the absence of an original invoice must be attached.   

 

ü     Staff members must update frame and lens logs as each order is placed.

 

ü     A separate log is kept for pending credits.  The log should be modified with a check mark as the credits are received. 

 

ü     A copy of the completed and reconciled statement is made by the staff member for their files. The original reconciled statements must be delivered to the Center Manager by the 15^th day of each month in a separate envelope.

 

ü     Center staff responsible for processing invoices, credits and statements for payment will not be eligible for vacation or leave time, except for emergencies, until these tasks are completed.