Return Checks

There will be times that our accounting specialist alerts us to bounced checks, and we must attempt to collect those debts.

• When alerted, the Practice Manager or a receptionist will go into the account in question within Avimark and locate the returned check in the accounting window.

• Right click on the payment method for that transaction, and click "Return Check". 

• Avimark will ask if you would like to add the fee, select Yes

• This will add the check and the fee together, indicating one balance on the account

• Contact the client regarding balance. 

• Each phone number must be called and texted on the account, do so every 2 days for one week - at the end of 5 days, send an email (drafted below). 

• When calling and texting, please be sure to say "We are reaching you about the status of your account with us, please call us so we can discuss." - law prohibits you from leaving a detailed message regarding debts.

• If no response after the first week, call once per week for 3 weeks before the account is turned over to collections. 

• Balance will be sent to collections at day 31 (counted from first collection attempt) if unpaid. 

Email draft:

Good Morning!

We are reaching out via email to inform you we had a returned check for services completed on _______. The total owed to the hospital is _____, which includes the original amount as well as our returned check fee charged by our financial institution. 

Please give us a call to settle the balance with a debit or credit card and allow your account to return to good standing.

Thank you,

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McDonough Animal Hospital