Finance BHT Deposits - hmislk/hmis GitHub Wiki

BHT Deposits (Admission Deposits)

Introduction

A BHT deposit is money collected from the patient or guarantor during an admission, ahead of the charges it will cover. It is held against the BHT โ€” Bed Head Ticket, the identifier for the admission โ€” and set off against the bill; if more was collected than the final bill comes to, the excess is refunded.

In accounting terms a deposit is not a distinct kind of money from a payment: both are cash collected against the BHT, both reduce the balance due, and both are reconciled into the same cashier totals for the day. What separates them is that they are tagged and numbered separately, so reports and audits can always tell which is which.

This page is the finance overview of that lifecycle. Each step has its own page, listed below.

The Deposit Lifecycle

Step Where it happens Documented at
Collect Inpatient Dashboard โ†’ Billing panel โ†’ Make a Deposit Inpatient โ€” Make a Payment and Make a Deposit
Find / reprint Deposit Search โ†’ Deposit Reprint โ†’ Print Inpatient Bill Search and Reprint
Cancel Deposit Reprint โ†’ To Cancel Inpatient โ€” Bill Cancellations and Refunds (Overview)
Refund Deposit Reprint โ†’ Refund Inpatient Bill Refunds
Set off against the bill Automatic when the final bill is processed Inpatient โ€” Final Bill Generation
Review across admissions Inward โ†’ Reports โ†’ Payment Reports Inpatient โ€” Patient Deposits (Reports)

There is no Inward โ†’ Billing โ†’ BHT Deposit menu item and no Collect Deposit button. Deposits are taken with Make a Deposit on the Inpatient Dashboard, which requires the InwardMakeDepositAccess privilege.

How a Deposit Is Recorded

Attribute Value
Bill type InwardPaymentBill
Atomic bill type INWARD_DEPOSIT (payments taken with Make a Payment are INWARD_PAYMENT)
Cancellation / refund INWARD_DEPOSIT_CANCELLATION, INWARD_DEPOSIT_REFUND
Financial direction Cash in; the cancellation and refund types are cash out

Deposit bill numbers run on their own yearly sequence, independent of payment bill numbers โ€” a deposit and a payment taken one after the other will not carry consecutive numbers.

Multiple deposits can be taken across one admission; each is its own bill against the same BHT.

How Deposits Reach the Bill

Deposits are not charges and never appear as a line on the bill. When the final bill is processed, everything collected against the BHT is summed and shown in the totals panel as Paid By Patient and Paid by Credit Company; the balance to collect at discharge is the net total less that figure. If the total collected exceeds the bill, the difference is refunded rather than carried anywhere.

On the interim bill, deposits reduce the outstanding balance in exactly the same way, so a mid-stay interim bill already reflects them.

Cancelling vs Refunding

Both reverse a deposit, and they are not interchangeable:

  • Cancel โ€” the deposit should never have been recorded (wrong patient, wrong amount, duplicate entry). Available while the bill is unchecked, not already refunded, and paid by cash.
  • Refund โ€” the deposit was correctly taken but the money is now being returned, typically because the final bill came to less than was collected. This creates an INWARD_DEPOSIT_REFUND bill linked to the original.

Technical Reference

Item Detail
Collection page inward/inward_bill_deposit.xhtml
Controller InwardDepositController (refunds: InwardRefundController)
Search page inward/inward_search_deposit.xhtml
Reprint page inward/inward_reprint_bill_deposit.xhtml
Cancellation page inward/inward_cancel_bill_deposit.xhtml
Report pages inward/bht_deposit_*.xhtml (MdInwardReportController)
BillType InwardPaymentBill
BillTypeAtomic INWARD_DEPOSIT, INWARD_DEPOSIT_CANCELLATION, INWARD_DEPOSIT_REFUND
Collection privilege InwardMakeDepositAccess

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