Printable hospital template
Unmatched bank-transfer investigation log
Track reported transfers and bank credits that need an invoice match, with evidence, an assigned owner and a resolution that avoids duplicate payment entries.
- Written by
- RizCare
- Published
- Last reviewed
RizCare's suggested worksheet. Adapt to your hospital. https://riz.care/library/templates/unmatched-bank-transfer-log
For billing staff and the person authorised to verify hospital bank receipts.
A patient reports a transfer that the hospital cannot find. In another case, the credit is visible but nobody knows which invoice it settles. Record which question remains open: whether money arrived or how a confirmed receipt should be allocated.
This is an investigation sheet, not a payment receipt. Keeping an item on the sheet must not itself mark an invoice paid. One owner should coordinate the check so two staff members do not each record the same money.
Print this page or save it as a PDF from your browser. The print layout contains only the blank worksheet and its completion note. Fill it in within your hospital.
Practice: ____________________ Prepared by: ____________________ Date: ______________
| Field | Entry |
|---|---|
| Investigation reference | |
| Raised at / by | |
| Reported amount / payer reference | |
| Patient / invoice under investigation | |
| Bank credit found / checked at | |
| Receiving-bank evidence / checker | |
| Existing payment checked | |
| Allocation decision | |
| Receipt entered once | |
| Owner / follow-up | |
| Resolution |
Keep completed copies with the staff authorised to use them.
How to use it
Record what is known
Give the item a reference and record when it was raised. Note the reported amount and payer reference, using only what the hospital needs to locate the transaction. Keep the patient reference separate from the payer's name because a relative may have sent the money.
Check the receiving side
The hospital's authorised banking person checks the receiving account's transaction record. A screenshot from the sender explains the query but does not replace that check. Record whether a matching credit was found, its reference and who checked. Never put banking passwords, PINs or one-time codes on this log.
Match a confirmed credit before recording payment
Compare amount, time, bank reference and the intended bill. The same amount appearing on two bills is not enough to choose between them. Check the existing payment record and any pending work on the device that originally handled the patient. Resolve an allocation with the appropriate staff member rather than making a second entry.
The FAO-hosted bookkeeping manual describes comparing records with bank statements. It is general business training from Liberia, not evidence of Nigerian transfer failure rates. The two-stage confirmation and allocation log is our recommendation.
Source: Bookkeeping and Financial Management Training Manual, April 2013.
Close the investigation with its outcome
Record the invoice and receipt reference when the confirmed credit has been entered once. Other outcomes can include no matching credit found, a duplicate query, or a non-patient credit referred to the accounts person. Keep the check open if evidence is incomplete. Agree a follow-up time with the owner; this page sets no bank settlement deadline.
What each field means
- Reported amount
- What the payer says they sent. Keep it distinct from the amount actually credited if the two differ; record the difference for investigation rather than silently changing one.
- Bank credit found
- Use yes, no or check pending with the date and checker. No means no match was found in that check, not proof that a payment can never arrive.
- Bank evidence reference
- A reference the authorised person can use to find the receiving transaction again. Do not attach an unredacted bank statement to a general reception handover.
- Patient / invoice match
- The established folder and invoice references, once confirmed. Record a payer separately. An unidentified credit remains unallocated; it does not settle a conveniently similar invoice.
- Owner and outcome
- The person doing the next check, the agreed follow-up time and the final action. Include an existing receipt reference when the investigation shows the money was already recorded.
Completed fictional example
This fictional case starts as a query, finds a receiving-bank credit and ends with one receipt against one invoice. If the bank credit had not been found, the receipt field would stay blank and the investigation would remain open.
| Field | Entry |
|---|---|
| Investigation reference | T-007 |
| Raised at / by | 9 September, 10:20 / Staff A |
| Reported amount / payer reference | 8,000 naira / fictional payer P-7 |
| Patient / invoice under investigation | Fictional folder F-0042 / I-105 |
| Bank credit found / checked at | Yes / 9 September, 10:35 |
| Receiving-bank evidence / checker | Credit B-771 / Staff B |
| Existing payment checked | No matching entry found; original device checked |
| Allocation decision | Matched to I-105 with billing staff |
| Receipt entered once | R-209, confirmed transfer of 8,000 naira |
| Owner / follow-up | Staff B / closed at 10:45 |
| Resolution | Matched and recorded; receipt reference given to reception |
Related resources
Sources and review
The worksheet design and examples are RizCare's recommendations. The sources below support the background discussion; they do not endorse this form.
- Bookkeeping and Financial Management Training Manual, April 2013 (Forest Instrument Liberia project, hosted by FAO). Read 9 September 2026.