Financial Reports in Practice Management

The Collection Report (coll) shows detailed information about outstanding charges for a single account. The Collection report is replaced by functions found in the Account Balances component and the Payments tool.

The Daysheet Scan (dsscan) lets you view all daysheet entries for one particular account. You can see every charge, payment, or adjustment that was posted or deleted on the account, along with the user who performed the action. dsscan is useful when a charge is posted by one user and deleted by another user, or when the account or deposit report is difficult to understand.

The Account History Report (tater) provides a complete history of all transactions on an account. tater reports on charges, payments, refunds, and other transactions. Use tater to track a running balance or produce a detailed financial report on a family.

To run tater, first run the Family Editor (fame) for an account and then press F8 – Account History.

The ECS Reports (ecsreports) program is an archive of electronic communication to your system, including electronic claim submission reports, ebills reports, and electronic remittance advice (ERAs). The program displays incoming reports by date and includes a category view and various search features for finding and working with old reports.

The ECS Reports program is replaced in part by the Electronic Remittance Advice tool, the log found in the Bills tool, and the Billing History in the patient’s chart. See also Review Archived Claim and EDI Reports.

The Insurance Accounts Receivable Detail (inscoar) report provides a detailed, charge-by-charge accounts receivable report for your insurance companies. Use inscoar to find unpaid insurance charges and to work on old, overdue charges. You can also run inscoar interactively, allowing you to jump into different programs and research or modify charge information while viewing the report.

The Personal Money Tracking Assistant (persview) is an interactive report for managing accounts with outstanding personal balances. Use persview to manage personal billing. You can limit persview to show families that are extremely overdue or who owe more than a specific amount. From persview‘s output, you can mail bills or form letters for one or many accounts. You can also jump directly into other programs for more information about an account on the report.

The Open/Unlinked Payments (openpmts) report lists credits and payments that are not linked to a specific charge. PCC automatically applies unlinked payments towards each account’s balance, but payments are difficult to locate or understand if they are not linked. openpmts can be subtotaled in various ways to help you clean up accounts with unlinked payments.

The Billing Report by Family, located in the Billing and Collection section of the Smart Report Suite (srs), will help you find personal or insurance bills that have been billed multiple times. You can use the report to create a list of all personal charges that have been billed over 10 times, for example, or find all insurance charges for which you have resubmitted a claim more than twice. The report could also show you a list of all charges that have never been billed. Use this report to make sure charges are not slipping through your fingers.

The Billing Report by Responsible Party, located in the Billing and Collection section of the Smart Report Suite (srs), will help your billing staff deal with outstanding insurance accounts. Use the report to quickly and easily find all insurance claims that were submitted more than 30 days ago, or any length of time you specify. With this report, you can keep an eye on unpaid charges that are approaching timely filing limits.

The Smart Report Suite (srs) contains a number of reports that are useful for your daily billing needs. The Billing and Collection section, for example, has reports for generating a family billing history, a billing error report, and various aging tools to track outstanding charges. Remember that PCC also offers tools for customizing any existing SRS report or writing a new report from scratch. Contact PCC Software Support for more information.

The Daysheet report shows all charges, payments, and adjustments for any date range or a single day. If problems arise while balancing out at the end of a day, the daysheet report can help reveal why. Every entry includes the poster’s username. The report includes erased or “oops-ed” items, and there are many useful sorting and subtotal options.

The Daily Check program (dailycheck) lists all the visits posted on a single day or range of days. The report includes every diagnosis, procedure, amount charged and payment posted. Use dailycheck to review a day’s postings and compare them against the encounter forms. Many office managers run dailycheck every evening or early the following morning.

For more information, read the Daily Check help article.

The deposit report lists all cash, check, and charge payments posted on a single day or date range. Check deposit against your cash drawer at the end of the day or the end of a shift. Each item includes the username of the person who posted the payment. This report has many powerful sort and subtotal options.

The Daily Corrections Log (oopslog) can help you research daily activity in the oops program. If you are having trouble understanding what happened with various charges or payments, the oopslog can show you a complete record of all activity in the oops program for any day.

A payment’s check number is a convenient reference when untangling an end-of-day balance problem. The Payments Detail By Check Number, along with other payment reports in the Payments and Proving Out section of the Smart Report Suite (srs), provides a list of check numbers along with relevant visit information.

This section of srs includes customizable versions of daysheet and deposit. PCC can help you change these reports or use srsgen to create an end-of-day report tailored to the needs of your office.

The Insurance Activity Summary (activity) provides a quick review of all activity for each insurance group for any date range. Because activity displays the number of visits and charges, you can quickly see which companies make up the largest part of your business. Since payments per visit are also on the report, you can use activity to begin evaluating which companies are paying you well and which are paying you poorly. The activity report is located in the Practice Management window.

The Insurance Accounts Receivable Summary (insaging) shows an aged summary of your practice’s outstanding charges broken down by insurance group. Use it to see which carriers owe you the most money and how old those balances are. insaging is also a quick way to see your total A/R, and it can help you determine which insurance carriers need special attention. The report lists the percentages of your A/R for which each insurance group is responsible. The insaging report is located in the Practice Management window.

The Insurance Company Reimbursement Analysis (ira) produces a number of different reports with a wide range of customizable options. You can use ira to show procedure and charge activity for an entire year, compare the work done by different providers, evaluate the reimbursement levels of different insurance companies, and track payment of individual charges. With powerful subtotal and criteria options, ira is a catch-all report that can answer many important questions when you are making financial decisions for your practice. The ira report is located in the Practice Management window.

The ministats report produces a break-down of your practice income for a given date range. How much money did you receive from credit card payments? How much did Aetna pay you last month? What was the total of all personal checks for 2005? ministats can answer those questions and more. The ministats report is located in the Practice Management window.

The A/R Days (ardays) report ages your accounts receivable and shows the number of days of work outstanding in each aging category. ardays can tell you, for example, how many days of your accounts receivable are over 90 days old. The ardays report is located in the Practice Management window.

The Insurance Accounts Receivable Summary (insaging) shows an aged summary of your practice’s outstanding charges broken down by insurance group. Use it to see which carriers owe you the most money and how old those balances are. insaging is also a quick way to see your total A/R, and it can help you determine which insurance carriers need special attention. The report lists the percentages of your A/R for which each insurance group is responsible. The aging report is located in the Practice Management window.

The Capitated Plan Member Report (caprep) provides usage numbers which can help you evaluate the pros and cons of a capitated plan. The caprep report is located in the Practice Management window.

The Insurance Utilization (utilize) report shows you all of the patients who visited during a given date range and had a certain insurance carrier as their primary payor. For example, utilize shows you who your Aetna patients were last year, how many times they visited, and how much was charged to them.

The ARRA report reports on the Medicaid status of visits by patients within a given time frame. It is designed to help your office determine if you may qualify for the ARRA incentive program. For more information, read the ARRA Report help article.

The Per Visit Analysis report details how much work your office is doing for each visit category and coding level.

The Per Visit Analysis By Payor (activity style) report will show you your total and per-visit revenue, broken down by payor. Here is an example:

Use this report to compare payors and review your activity for a given date range.

The Smart Report Suite has dozens of excellent reports for the practice manager, including a Billing and Collection Reports Section, a Trend Analysis section, and sections with reports analyzing charges and visits. Remember that every srs report can be customized to the specific needs of your practice. Contact PCC Software Support for help at 802-846-8177 or 800-722-7708.

This report shows what percentage of your business is tied up in each of your insurance groups and includes aging categories.

The Aging categories at the top of the report indicate the days since the time of service. Use this report to evaluate your weaknesses in accounts receivable and see how long different carriers take to pay. The practice in the image above has an excellent insurance accounts receivable, with few claims outstanding beyond 60 days. Their private-pay collections may need improvement, however.

Does your practice charge a typical sick visit coding distribution? This report totals all of the sick visits performed for a specified date range and displays the totals for each visit category. Use this report to review your sick visit coding over a period of time. For the practice in the report below, 99213 visits account for about 68% of all sick visits.

This report compares sick visit coding frequency and subtotals by provider. Run this report to examine the sick-visit coding behavior of each of your providers.

The Gross Collection Ratio shows total charges and collections for each insurance groups, grouped by year. The report shows percentages so that you can see what percentage of each insurance group’s charges end up as deposits.

Use this report as a quick comparison of how well different insurance companies reimburse.

The Total Active Patients (by Sex and Age Group) report in srs shows a summary of age and sex distribution at your practice.

If you are a pediatric practice, you can monitor your age distribution to make sure your patient base is weighted towards younger patients. This report is also a convenient way to track practice population. To see this report, run srs, select Patient Demographic and Policy Reports, and then select Total Active Patients (by Sex and Age Group).

How much of your practice’s income depends on a single payor? Do some insurance groups constitute a large percentage of your work done but a smaller percentage of your actual income?

The Payor Mix Analysis report shows charge and payment percentages, along with units, RVUs, and Deposits. This report can help you understand how important each payor is to your practice.

This report analyzes your charge data by visit category. For example, it can compare different levels of Well and Sick visits. The visit types are sorted by insurance group. The report includes total procedures performed for each visit type.

Use this report to evaluate in more detail if the work done for each insurance group correlates to the amount deposited.

The Per Visit Analysis By Provider shows how many of each visit type your providers performed. Use this data to plot the coding curve of each of your providers as well as to review the workload of each provider for any date range.

The Pricing Analysis (RVU Report per Procedure) report shows your Practice’s average price for each procedure you performed during a specified date range and compares it to the standard Medicaid reimbursement for your region. Because the report shows total procedures performed for a given date range and can calculate expected reimbursement based on a percentage of Medicare’s reimbursement, you will be able to spot procedures for which you may be undercharging.

You can use this report to calculate new prices based on a percentage of Medicare’s reimbursement and review the possible effects of the price change.

The Total RVUs By Provider Report summarizes the work done by each provider in your practice. Rather than measuring work by the number of visits, this report compares the number of RVU units performed and amount charged by each provider.

Use this report to analyze provider performance and reveal patterns of under or over-coding.

The Sick/Well Visit Analysis displays the number of sick and well visits performed at your practice for a specified date range. Total amounts charged and deposited are also displayed, illustrating how each visit type contributes to your practice’s total revenue.

This report compares visit-type data among your providers.

Use this report to see the total number of sick and well visits each provider saw within a specified date range.