Optical Invoices
When patients place orders for frames and lenses, we receive an “optical invoice” with the order information. PR is responsible to simply organize these invoices by month, and to shred the invoices after 3 full months have passed.
To do this, invoices will be given to the Invoice point person (if this is one of your individual tasks, you are that point person). There are four bins at the bottom of the PR cabinet. One labeled "All Invoices" and the others are labeled by the current month, and each previous month (3 months labeled total). For example, if the current month is May, you will have a bin for March, April, and May.
The bin labeled "All Invoices" is where all invoices that are still needing to be sorted will go. This will help keep things organized and neat.
When you receive invoices, sort the invoices by the order date. Place the invoice in the correct bin. If the invoice is prior to the 3 months you have listed, simply shred the invoice.
Once the month is over, you may shred all the invoices in the earliest month’s bin, and re-label the 3 bins. For example, at the end of July, you may shred all of May’s invoices, and make a new bin for August , so that your 3 bins are labeled June, July, and August.
And that is all that needs to be done!