Home healthcare workers are a busy group of people, often more focused on meeting the needs of their patients and improving patient outcomes—and rightly so. However, there is still plenty of behind-the-scenes work that has to be done in order to keep operations running smoothly. Those tasks include completing patient paperwork after appointments, submitting timesheets on time, and getting expense reports done quickly for faster reimbursement.
Your expense report system is not complete if it doesn’t allow you to forward receipts from your email account. Whether attached to a specific report or stored in the receipt repository, make it a habit to send in your receipts so that they can become stored as PDFs in the system. That way, you can access them quickly and easily when you’re completing your expense report in the near future.
Take pictures of your receipts.
Every time you pay for a work-related expense and receive a paper receipt, take a picture of it immediately. Then, you just have to attach it from your camera roll when you’re doing expense reports on the go. This makes it less stressful if you lose or damage the original receipt since it’s been captured digitally.
OCR (optical character recognition) is technology that digitally “reads” your receipts and then inputs that information from that receipt into your expense report. It can enter data like the total amount, vendor name, and date so that you home healthcare employees only have to double check that the information is correct and then hit submit.
Create a system for saving your receipts.
When storing receipts on your desktop, it can become difficult to find it later when it has a generic name. Instead, create a system for naming your receipts and stick to it. For example, you might try DD.MM.YY – Total Amount – Vendor. So, if you bought a cake for $13.99 for Sarah’s birthday from Wegmans, you might name it 08.11.18 – 13.99 – Wegmans. We suggest keeping the total amount because that might be an easier way to match receipts with expenses incurred on a company credit card.
Or, you can use a system that imports company credit card data and automatically matches receipts to transaction amounts.
These good practices for receipt management will help you stay organized and assist home healthcare workers to complete their expense reports more quickly, allowing them to get back to their real job of working with patients.
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