Gift Vouchers

Some clinics sell gift vouchers for subsequent redeeming for services and goods. This Top Tip suggests one way in which these may be handled. Please note that the method suggested may not exactly match the way vouchers within your clinic are handled. You are recommended to test the method described before establishing it as a clinic procedure.

Handling the Sale of Gift Vouchers

  1. Create a stock supplier called Clinic if you produce your own Gift Vouchers or the supplier/printer they are purchased from.
  2. Create a stock item called Voucher – several if you have Vouchers with different amounts i.e £5, £10, £25 etc.
  3. Create a practitioner called ‘Voucher/Clinic Sales (mark as no longer practicing – and make a note of the practitioner number i.e. 99 ).
  4. Create a patient card called ‘Voucher’ in the normal way and make practitioner ‘Voucher/Clinic Sales’ (as point 3 above) as the managing practitioner.
  5. Enter a Sales from stock (voucher) in the normal way on the ‘Voucher’ Patient card, which should automatically allocate the monies to the ‘Clinic/Voucher’ practitioner – click OK in the normal way.
  6. Enter the payment and select the payment method.
  7. Click on NO, when the message appears ‘does this represent an episode of care’.

Handling the Redemption of Vouchers

  1. Locate the patient card for the patient who is redeeming the Gift Voucher.
  2. If a New patient (enter new patient details in the normal way).
  3. Enter the treatment and corresponding fee.
  4. Enter the amount paid (Note if paying the voucher is paying part payment of the fee enter the amount of the voucher only – enter the amount of cash/card as a separate transaction, see note below **)
  5. Select ‘OTHER’ as the method of payment – or if you have created a Method of Payment ‘Voucher’ select this method of payment.
  6. Ensure the correct ‘attending practitioner’ is selected i.e. Treating Practitioner.
  7. Ensure the fee is ‘Charge to the patient’.
  8. Enter in the ‘Other Income / Sales Description’ field VOUCHER.

** If the patient is paying the whole amount but only part of the fee is paid by the Voucher, enter the remainder of the payment via the  Account window as follows:

  1. Click on the Account Button from the patient card.
  2. Click once on the corresponding payment to be paid.
  3. If the remainder of the balance is being paid select Pay all Debt.
  4. Ensure the correct amount is shown.
  5. Select the method of payment i.e Cash, Cheque, Card.
  6. Click OK – A message will appear – ‘Post £xx to Mrs XX Account… – click YES.
  7. Click Done

Gift Voucher ‘Patient’

When the voucher is redeemed at the clinic, in order to ensure the ‘Clinic’ allocates the correct amount to the practitioner that treated the patient you will need to enter a negative amount to the Voucher Patient as follows:

  1. Open the ‘Voucher’ patient card.
  2. Select ‘Enter Fees’ – enter a negative fee (amount of the voucher being redeemed) in the ‘Other’ field – key in the amount of the voucher just redeemed i.e -£10. Enter in the Other Income/Sales Description field, a note such as VOUCHER.
  3. Enter a payment of -£10 in the payment field and click on the method of payment radio button as Other.
  4. Ensure the Managing Practitioner is set to Clinic/Voucher i.e 99.
  5. Enter in the Comments field the name of the Practitioner redeeming the   Voucher i.e BROWNE – Click OK.
  6. Click NO, when asked ‘Does this represent an episode of Care