Drawer Management - hmislk/hmis GitHub Wiki

CareCode HIMS: Drawer Management

Overview

The Drawer in CareCode Hospital Information Management System (HIMS) replicates a real-world cashier drawer. It tracks and manages all physical and non-physical forms of payments received by a cashier. This system ensures accurate financial reconciliation and enforces accountability and transparency for each cashier’s transactions.

Key Concepts

1. Definition

A Drawer represents a virtual container holding all monetary transactions processed by a cashier. It includes various forms of payments:

  • Cash
  • Credit Card slips
  • Cheques
  • Other approved payment methods

Each user can operate only one drawer at any given time.

2. Transactions & Bills

  • Drawers receive payments when patients are provided services or goods.
  • Each Bill belongs to a specific Department but its payment is recorded in the cashier’s drawer.
  • Therefore, a drawer can reflect payments from multiple departments, even though the drawer itself has no department reference.

3. Float Transfers

  • Cashiers can hand over part of their drawer balance to:

    • Another user (e.g., during shift changes)
    • A bulk cashier or accounting department for safekeeping or further processing.

  • Such float transfers reduce the drawer balance accordingly.

4. Drawer Adjustments

  • Only system administrators can manually adjust drawer balances.
  • All such adjustments are audited with proper logs and trails.
  • Adjustments help reconcile mismatches or correct errors.

5. Drawer Balance and Reconciliation

  • The system enforces that the drawer balance in software must match the actual physical drawer contents.

  • It double-checks the accuracy by calculating:

    • Total value of bills settled
    • Returns
    • Cancellations
    • Across all departments handled by the cashier

6. Views and Reporting

For Cashiers:

  • Current Drawer View: Displays the current drawer status, categorized by payment method.
  • Drawer History: Allows the user to view historical balances and transactions for audit or verification purposes.

For Managers:

  • Managers can view drawers of other users to monitor balances and ensure accountability.

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