All healthcare provider organizations should have a strong internal controls system in place. Two areas of internal controls are checks and balances and segregation of duties. It is never too late to create checkpoints along the way to help ensure employees have different responsibilities and accountabilities. Having the following arranged is the first step:

Best Practices for Business Office Segregation of Duties

• Change passwords monthly and add special characters to keep them strong and unique. This helps prevent the possibility of being hacked.
• Separate the check stamp from the check stock and keeping both drawers locked.
• Different employees should be in charge of entering invoices, cutting checks and completing the bank reconciliation. This minimizes the risk of employees being able to create false vendors.
• Filing documentation for every item being entered into the system is a necessity.
• Keep a tracking log for all use of medical equipment that is for temporary use only making sure everything gets returned. This includes wheelchairs, walkers, canes, etc.  Create a signup sheet showing which employee is responsible and perform an inventory check at the end of each shift/day/week to double check everything is accounted for.
• Compare time cards to a report that reflects the number of hours employees worked. This avoids confusion between managers and employees.
• A job description is a great way to make sure all duties are being properly delegated. Employees who are qualified need to guarantee they are doing the job they were hired for and not someone else’s. This helps to keep track of where staffing is needed.
• Cross training employees on the same job is a great backup when extra assistance is needed or when an employee needs time off. This also is to double check that both employees are following the proper steps for doing the job in a consistent way.

Properly train all employees on these guidelines so they are aware what is expected of them. Having these or adding similar controls gives your company an advantage. These are all important to verify that all employees understand the necessity for segregation of duties. There may be turnover or expansions throughout a company. Being prepared will allow for an efficient transition and validates that all bases are covered.