Interviewee 1: Jane Smith, Accountant
Question 1 : Kindly tell me about the work you do in DOC IN A BOX.
Response: My name is Jane Smith, the accountant for the company. Among some of my responsibilities in the firm is to receive the daily transactions from the Company’s front desk receptionist, Judy Brown. I am also responsible for preparing the daily deposits, which are then put into a lock bag that the office manager, Kitty Jones takes them to the bank on a daily basis.
Question 2: Kindly describe for me your work schedule.
Response: I usually report to work at in the morning and immediately receive the payments made from the front desk receptionist. I rely on the source document provided by the front desk receptionist, since it provides proof of the transactions of the day (Bragg, 2011). Additionally, my schedule involves preparing and recording journal entries in the proper accounts.
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Question 3: Describe the process you use after receiving the payments from the front desk receptionist.
Response: After receiving the patient’s payment from the front desk receptionist, I record the amount in the daily cash sheet. The reason for this is that it will assist me in reconciling the cash received from patients. Additionally, the records assist me in reconciling the cash received with the daily bank deposits. Conversely, conduct monthly bank reconciliations. In this case, the banking reconciliation is essential for the verification of the bank statements with the amount available in the company’s checking account (Bierman et al., 2006).
Question 4: Were you aware of the transaction?
Response: Yes, I received the receipt of $2,500 from Judy Brown, indicating that the patient had made the payment.
Question 5: Why was the amount deposited on 7 th instead of 4 th ?
Response: I had other commitments during the same day and I believed that the office manager would take care of the bank deposit. For this reason, it would have been appropriate to deposit the amount on Monday the 7 th since 5 th and 6 th was on a weekend.
Interviewee 2: Judy Brown, Front Desk Receptionist
Question 1: Tell me about the work you do in the company.
Response: I am Judy Brown, the front desk receptionist in the company. My primary responsibilities in the medical facility involve receiving the cash or checks from the patients. Conversely, I am responsible for recording, preparing and passing the transaction receipts to the payer, after which I provide the accountant with the receipts of the day’s transactions.
Question 2: Describe your working routine in the company
Response: I report to work in during the weekdays and my routine involves receiving the patients coming to be attended to, recording the payments received from the patients and delivering the attached patient documents to the accountant. That is fundamentally my routine.
Question 3: Did your receive $2,500 from the client in cash?
Response: Yes, I received $2,500 in cash from the client, and provided him with the hand-written receipt. Immediately after this, I took the cash to the business office manager so that it could be locked in the lock box.
Question 4: Did you issue the accountant with the transaction receipt?
Response: I provided the accountant with the receipt after she came in since by the time I received the payment, she was yet to report to the office.
Question 5: I believe you are aware that the funds were missing. What did you do as a follow-up to the missing money?
Response: I was aware that the funds were missing after reporting for duty on Monday, 7 th December. However, since my role does not involve depositing the money, I could do nothing to follow-up.
Interviewee 3: Kitty Jones, The Office Manager
Question 1: Tell me about your position as the Office Manager.
Response: I am Kitty Jones, the office manager at the company. I am in charge of the operational provisions of the medical organization, a responsibility that involves the facilitation of the effective functioning of the office. Sometimes I assist the accountant to deposit funds at the bank.
Question 2: Could you describe your tasks while at the office.
Response: My day-to-day tasks include compiling the efficiency of the different departments of the organization and keeping a record of the same. Since the role of the operations manager is to ensure the smooth operation of the different processes that contribute to the delivery of services (Jones & Robinson, 2012), I set up a chart that would inform me of the performance of the different departments. I also meet with my bosses at DOC IN A BOX MANAGEMENT COMPANY for different purposes that are inclusive of logistical provision, budget management, and the management of support services, among other tasks.
Question 3: Tell me about your experience in the management of a medical facility.
Response: I have been managing different medical facilities for approximately 7 years, with the last three years being the management of the operational provisions in DOC IN A BOX. My expertise in the field began when I started pursuing my undergraduate degree, after which I moved to pursue my MBA, focusing on strategic management. The skills I attained from the educational background have significantly assisted me in ensuring the efficiency of the operational provisions in the different organizations I have worked.
Question 4: Would you confirm that the receptionist availed the $2,500 to your office?
Response: I can confirm that Brown availed the $2,500 in cash into my office, after which I placed it in the lock box.
Question 5: After realizing that the money was no longer in the lock box, what steps did you take to trace it?
Response: After finding out that the money was lost, my immediate reaction was to look for it since it was still attached to the receipt that validated the payment. I looked for it in different places within the office as well as in the trashcan. I reconstructed my steps on Friday 4 th but still could not determine where the money had gone. After a meeting with my bosses at the management company, I did not mention the loss since I believed that I could still find the lost money. The next day after the meeting, I remembered seeing the key to the lock box at the former manager’s top desk drawer that was not locked, upon which I decided to report to the HR manager, but I could not get hold of him until Monday 14 th December. I reported and described the situation to the HR manager.
References
Bierman, L., Gaspar, J. E., Hise, R. T., Kolari, J. W., & Smith, L. M. (2006). Introduction to business . Boston, Mass. [u.a.: Houghton Mifflin.
Bragg, S. M. (2011). Bookkeeping essentials: How to succeed as a bookkeeper . Hoboken, N.J: Wiley.
Jones, P., & Robinson, P. (2012). Operations management . Oxford: Oxford University Press.
