CASH REGISTER OPERATIONS AND CASH HANDLING PROCEDURES FOR SHC PHARMACY *

Effective Date: 
Wed, 09/01/2010
Reviewed: 
Mon, 10/08/2018
Revised: 
Wed, 10/28/2020
Policy: 

The University of California, Santa Cruz, Student Health Center follows all the legal and UC requirements for cash handling.

Procedure: 
Opening the register:
1. The SHS Operations staff gives the cash drawer to the pharmacy staff upon opening
2. The money is counted by 2 staff members for verification of a starting balance of $100
3. The staff counting & verifying the money complete the “Opening Cash Reconciliation” form HC 615 and place it in the cash drawer
4. Enter the Propharm POS system, click “Open Register”.
5. Hit enter or select the blue “Select Drawer” button
6. Double click on the “Drawer”
7. Enter the cash opening balance of $100
8. Enter your initials
9. Hit “Enter” or “Finish”
10. Check journal tape supply to be sure it will last the whole day
11. Open register, remove the key, place cash drawer in the register. The key is kept in the Rx drawer at all times
12. Remove the auto-settle batch total report print up from the FD130 DUO terminal for previous day.  If no printed report is present then manually settle the credit card terminal by following the instructions below:
a. Press Credit
b. Press Close
c. Press Yes 
13. The settlement report print up should go to the appropriate person for reconciliation
 
Opening Other Register – only AIS transactions at this register
1. On the sign out computer without the cash drawer, open the “Virtual Drawer”
2. On the POS, click “Open Register”
3. The open window will display “Click Finish to complete the opening of your register
4. Click “Finish”
5. This allows you to add items to the patient AIS account
6. Only select AIS (even though cash and check are options)
 
PnC Transactions During the Day:
1. For patients who need to pay on the day of service, Billing staff will ascertain the appropriate fees and escort the patient to the pharmacy for payment, under “PnC ___”. Billing and Insurance Staff will complete the following:
a. Before having any payment accepted from students, check that the charge has not yet been transferred to their student account. To check this, open the ticket through Open Billing, double click on the proper ticket and look for the “green & red transfer flags”. If they are not present, it is acceptable for student to pay at SHC. If charges have been posted to AIS, the student must go to the UCSC Cashier’s Office at the Hahn Student Services and apply payment there.
 
2. If acceptable to collect payment, verify the patient's identity by Student ID number, and patient birthdate, post the amount of transaction into the register, in the POS under the appropriate PnC Transaction (Lab, AIT, Clinic, X-ray, Optometry or Condom Co-op). Type the amount with decimals i.e. $4.00 = 4.00
3. Select the method of payment, i.e. cash, check or credit/debit card (VISA/MasterCard/Discover).
4. For cash transactions, enter the amount tendered, take the cash and return any change if required, put the money in the drawer, then close the drawer.
5. For check transactions, enter the check number into the POS and endorse the check through the receipt printer, face down.  After endorsement put the check in the drawer, then close the drawer (when mechanism not working, stamp the back of the check with the BofA stamp). 
6. For credit card transactions, have the patient insert the card (if it has a chip - may enter the PIN vs signing the transaction) or swipe the card, and have the patient sign the credit card transaction merchant copy and put it in the drawer, then close the drawer.  A customer copy receipt is then printed for the patient.  Alternatively, patients can pay electronically with ApplePay.  NOTE: as of 2/11/2020, we have set a minimum credit card amount of $1.00.
7. For patients paying on date of service or for patients paying for prior fees that have not been transferred to the AIS account, Billing staff needs to have documentation of the transaction, therefore, print a duplicate receipt and write in the SID number, Rx number if applicable and if check, the check number, and send to Billing
8. Then gently tear off the paper receipt, and then close the drawer.
9. Staff gives cash register receipt and the itemized statement or invoice to the patient.
 
Pharmacy Transactions During the Day
1. Using the POS system, verify the patient's identity by Student ID number, and patient birthdate, select the appropriate transaction/s – Rx or item look-up. Alternatively, these items may be scanned if the cursor is in the correct location. “F” keys may also be used (F2).
2. Verify that the prescription / product matches the receipt / paperwork.
3. Complete the transaction and apply the appropriate payment type (cash, check, credit/debit or AIS Account) NOTE: patients may NOT use more than one payment type when purchasing multiple items (i.e. cash and account) since the tax documentation may be skewed.
4. “Select All”.
5. Assign payment to a specific patient in the database if the transaction is going on the AIS Account.  Set patient for transaction under "More" tab.
6. “Complete Transaction”
7. For cash transactions, enter the amount tendered, take the cash and return any change if required, put the money in the drawer, then close the drawer
8. For check transactions, enter the check number into the POS and endorse the check through the receipt printer, face down.  The cashier initials the endorsement to provide operator identification.  After endorsement put the check in the drawer, then close the drawer.
9.  For credit card transactions, have the patient sign the credit card transaction merchant copy, unless the patient uses a "chip" card with a PIN, and then complete the Propharm process, and put it in the drawer, then close the drawer.  A customer copy receipt  is s then printed for the patient.  Alternatively, patients can pay electronically with ApplePay.
10. For AIS transactions, close the drawer
11. Perform a "soft closing": Print POS transaction log and match credit card receipts with the transactions.  Note: this should be done at noon in the summer and at 1pm during the school year
 
Making change during the day:

1. Whenever cash is picked up from the Pharmacy till in order to request change, a Change Request form is completed, documenting the change requested. This form is signed by both cashier and change provider and left in the cash box or till.

Closing the Register:
1. Register closes after 4:30pm. Students presenting to pay after this time are asked to return the following business day before 4:30pm, or put the amount onto the AIS account.
2. Using the POS, click “Close Register/Reconcile Payments
3. There are two ways to reconcile payments
Automatic Reconciliation- select payment type for Checks and click the "Auto Reconcile For This Type Only" button.  The top of the screen should read "non-matched payments left" once complete.  This means that all payments have been reconciled.  
4. Print Closing Report (Payment Totals). This will display the total amount for each transaction type.
5. Click the "Print Report for All Types" button
6. This will show credit card transactions (VISA/MC).
7. Print the Net Totals Report from the FD130 DUO terminal by following the instructions below
a. Press Credit
b. Press More
c. Press Print Reports
d. Press Net Totals
e. Press Clear (Red X) to exit
8. Verify that the credit card 'Net Totals Report' matches the POS 'Report for VISA/MC Types' 
9. Include the 'Net Totals Report' in the deposit envelope
If a discrepancy is noted, the cashier will then be able to investigate and correct any transactions if the tendered method of payment was incorrectly recorded in the POS, i.e. cash recorded in POS, but really credit card was accepted for payment and vice versa.  
10. Click "OK" to place the register batch into closing mode for the drawer cash.
11. In step 1, enter the amount that will be left in the drawer. You may use the Counting Helper button to enter the individual values of coins and currency to give a total.
12. Click “Print Report” for a report of the drawer’s currency breakdown
13. In step 2, count the cash that will be deposited. Again the Counting Helper may be used to enter individual values of coins and currency to give a total. Print
14. Step 4, shows any variance between register records and drawer counting
15. Step 5, Enter your name or initials as the person responsible for the count
16. Step 6, AT END OF DAY, “Do POS Close (Final Permanent Operation). Clicking this button will permanently close the drawer/batch. No adjustments can be made after closing
17. Click OK to place the register batch into “POS Closed” mode and click “Close”
18. The money is counted by 2 staff members for verification of an
ending balance of $100 + any daily receipts. Daily receipt amounts must match total on “POS Closing Report”
19. Print all the reports listed at the close (Tax, Void, POS Closing Report etc.)
20. The staff counting & verifying the money complete the “Closing Cash Reconciliation” form HC 615. NOTE: enter the cash drawer Batch Number on the “Z Tape” blank
21. Leave $100 in change inside the drawer for next day.
22. If there is any variance, document the variance  on the variance report to be sent to the manager, and sign on the POS Closing Report 
23. In a deposit envelope place:
a. All other cash & checks
b. Completed blue Opening/Closing Cash Reconciliation HC615 form
c. POS Counting Helper (if used)
d. POS Closing Report NOTE: final report should have actual date opened and date closed
e. Variance form, signed by the supervisor, if there is a variance
23. Also print the activity report for documentation of revenues for PnC transactions
 - may be printed by the pharmacist
24. On the outside of the envelope write the date, amount of deposit and staff initials and place it with the cash drawer
25. The SHS Operations staff collects the cash drawer plus deposit envelope at the end of each day

                                      

a. Manual Reconciliation – select appropriate payment type, i.e. Checks, enter the amount and hit “Enter”
b. Automatic Reconciliation – select payment type and click the “Auto Reconcile For This Type Only” button. The top of the screen should read “ non-matched payments left” once complete. This means that all payments have been reconciled
4. Print Closing Report (Payment Totals). This will display the total amount for each transaction type
5. Click the “Print Report for All Types” button
6. Print the Net Totals Report from the FD130 DUO terminal by following the instructions below:
a.Press Credit
b.Press More
c.Press Print Reports
d.Press Net Totals
e.Press Clear (Red X) to exit
7. Verify that the credit card 'Net Totals Report' matches the POS 'Closing Report' totals for credit card transactions
8. Include the 'Net Totals Report' in the deposit envelope
If  a discrepancy is noted, the cashier will then be able to investigate and correct any transactions if the tendered method of payment was incorrectly recorded in the POS, i.e. cash recorded in POS, but really credit card was accepted for payment and vice versa
9. Click the "Next" button
10. Click “OK” to place the register batch into closing mode for the drawer cash
 
 
Closing Other Register – only AIS transactions at this register
1. In the POS system, click “Close Register/Reconcile Payments
2. Complete the automatic reconciliation
3. Press the “Print Closing Report”
4. Click the “Print Report for All Types” button
5. Click “OK” to place the batch into closing mode
6. Click “Do POS Close” and “Next”
7. Enter your initials and click :Close:
8. Click “Closing Report” and click “Close”
9. Print report for actual close with “date opened” and “date closed”
10. Finally, print “POS Transaction Report” for the day, which should include every transaction and includes all drawers
 
Returns

1. Returns are only authorized by the pharmacist on duty
2. Justification must be documented regarding the return
3. In the POS system, select “Return Item”
4. Select the patient, if necessary, the payment method and credit the patient in AIS or with cash (as was paid initially)
5. Note: This should be extremely infrequent

6. Inform Billing staff - fill out a "blue sheet"

Problems

1. If there are any problems with the cash register, then all cashiering transactions will revert to AIS only (no cash or credit, exclusively on student AIS account.

2. If there are any problems with the credit card device/s upon regular inspection, immediately stop use, inform pharmacy manager for follow up with campus Payment Card Coordinator and Cash Control Specialist at UCSC Student Business Services, and if possible accept cash or revert to AIS only.  An incident report will be filed per policy.

 
SAFE LINE OF CONTACT:
1.Operations staff 9-5407 or 9-1468
2. Assistant to the Directors 9-2869
3. IT / Business Services Coordinator 9-5623
4. Business Services Analyst 9-4233
Please follow the line of contact in order of sequence.
 
BACKUP FOR CASH COUNTING:
1. Pharmacy tech and cashier
2. Pharmacist
3. Student Pharmacy technician
4. Pharmacy Manager
 
Credit Card Terminal Support:
Contacting Bluefin Support
PHONE: 800-675-6573 Option 2 for Technical Support and Option 4 for Customer Service
Monday – Friday: 7:00 am – 6:00 pm Central
Saturday: 8:00 am – 4:30 pm Central
EMAIL: service@bluefin.com
WEB PORTAL: Click the Contact Support tab within P2PE Manager.

 

Key Points: 
  • Staff follows all UC and legal requirements
  • Staff follows all the POS processes as listed in the procedure
  • A single transaction cannot have more than one form of payment.  There would need to be separate transactions
  • Credit card numbers are never stored
  • Minimum Credit Card transaction is $1.00
  • Video, photo or copying equipment must be separate from credit card processing 
  • Print reports for full deposit information