Enter Ending Date

Self-explanatory. This is a self-formatting date field, which is prompting for the ending date of the period of time for which you are requesting the reports to be printed for. EX. You want to select all transactions with an effective posting date ranging from 5/5/1989 through 5/10/1989. Your entry here will be:

ENTRY: 05101989

Classifications to Include

If you wish to execute the requested function for all patient classifications simply skip over this field by pressing return. Otherwise, in the event that you would like to execute this function for an specific class, or classes of patients, enter here the applicable internal patient classification codes, separated by commas.

Example: You want to execute this function only for all of your Private Insurance and Relative patients. The internal system codes are: PRIV, and REL, respectively.

ENTRY: PRIV,REL

Classifications to Exclude

If you wish to execute this function for all of your patients regardless of their classification, simply press return. However, in the event that you want to execute this function for all of your patients, except one or several patient classifications, then enter here the internal system code that corresponds to the patient classifications you wish to exclude.

Example: You wish to exclude from this function all those patients whose classification is FRIEND.

ENTRY. FRIEND

Physician to Include

The next prompt, Physicians to Include, can be used to print reports for patients seen by certain physicians, not all. That is, the system will only print out information for patients with specified physician. In the event that your office wants to print reports for all patients; regardless of their physician simply skip over this field leaving it blank. If at this time you do not remember the physician needed at this moment, you can click on the drop down arrow in this field for a list of your internal codes for this physician.

Enter Carriers To Include

If you wish to print reports only for one insurance company, then you may do so by entering the appropriate insurance company code in this field. “Carriers to Include”, can be used to print reports for patients with certain carriers, not all. In the event that your office want to print reports for all patients; regardless of their carriers simply skip over this field leaving it blank. If at this time you do not remember the carrier needed at this moment, you can click on the drop down arrow in this field for a list of your internal codes for the carriers.

Note : These six fields require entry according to what information you want in your reports. In most every report that you will request to be printed, the system will prompt you with the six fields explained above. We will now go over fields different from the above mentioned in each report.

Note: Once you have clicked on the okay button the window of the report you are requesting, the system will bring up the report you requested on your screen, a preview, from here you can choose to print the report. This option is located on the toll bar of your preview. You can choose to close this window if you do not wish to print this report.

Lets go over each section individually. It is only appropriate that we start by “ Patients" since it is the first one in the section.

I. Patients

To go into Patient Reports click on the button that reads “Patients” from the reports column on the main screen of the program. The following are a list of reports that you have the option to choose from:

A. List

B. Inactive

C. Active

D. By MOB

E. By DOB

F. Reminder

G. New Patients

H. Labels

I. Operator Report

Figure I.2

Lets go over what each report contains other than those fields previously described above. To see a listing of each report refer to the Sample Reports section of this manual.

A. List of Patients

This report will give you a listing of the patients in your practice. You will have the ability to request the report by patient classification, and/or for a specific physician or carrier. When you enter this section of the package the system will ask you the standard questions (these were previously explained above) from which the system will base its selection. This report will allow you to see which patients make up the volume of your practice. Also, for example if you wish to send letters to patients within a certain classification then you can have the system print you a list of the patients so you can send letters based on the printout.

B. Inactive

This report will give you a list of patients that have not been to your practice for a certain period of time as specified by the user. When you enter this section the system will ask you the standard questions from which it will base its selection on (previously explained above) , then the system will ask you the following:

How many months Inactive?

Enter here how many months a patient must have been inactive in order for the system to print them on your report. For example if you want patients that have been inactive for more than 18 months, your entry here should be the following: ENTRY: 18

Once you have completed answering the questions for the selection criteria the system will begin printing a list of all the patients that match the criteria specified for selection. This report can be very useful to track patients that neglect to come back for periodic check ups. You can send patients that have not been to your practice in a long period of time letters, explaining to them that they should come in for regular attention. Or you might want to send them a news letter that says, that there is an epidemic and they should be vaccinated, or any kind of letter that will help the patient in assuring that their health is well maintained, which in turn will bring more patients in to your practice, and consequently more revenue.

C. Active

This report will give you a list of patients that have been to your practice as of a certain period of time as specified by the user. When you enter this section the system will ask you the standard questions from which it will base its selection on, (previously explained above) then the system will ask you the following:

How many months active?

Enter here the number of months since a patient has been to your practice in order for the patient to be considered as active in order for the system to print them on your report. For example if you want patients that have been active during the past ten months, then your entry here should be should be the following: ENTRY: 10

Once you have completed answering the questions for the selection criteria the system will begin printing a list of all the patients that match the criteria specified for selection. This report can be very useful to track patients who remain active in your practice, for analytical or managerial reasons. You can send patients that have remained active with your practice, letters thanking them for entrusting their health in your practice.

D. By MOB (report of birthdays by month of birth)

This report can be used to get a listing of patients that have birthdays within a certain month of the year, as specified by the user. You can use this report to send your patients Birthday cards, or gifts. When you go into this section the system will ask you the standard questions (previously explained above) from which the system will base its selection of patients from, and then the system will ask you the following questions, which pertain to this report:

Starting Month

Enter here the starting month for the patient’s birthday that you wish to select. For example if you wish to select patients whose patients range from the month of June through the month of July then you entry here should be; ENTRY: 06

Ending Month

Enter here the ending month for the patient birthday that you wish to select. For example if you wish to select for patients whose birthdays range form the month of June through the month of July, then your entry here should be the following; ENTRY: 07

E. By DOB (report of birthdays by date of birth)

This report can be used to get a listing of patients that have birthdays within a certain date of the year, as specified by the user. You can use this report to send your patients Birthday cards, or gifts. When you go into this section the system will ask you the standard questions (previously explained above) from which the system will base its selection of patients from, and then the system will ask you the following questions, which pertain to this report:

Starting Date

Enter here the starting date for the patients birthday that you wish to select. For example if you wish to select patients whose patients range from the date of June 01 1998 through the date of July 01 1998 then you entry here should be; ENTRY: 06011998 Remember, this is a self formatting date field so you do not need to enter the slash (/) between the month/day/year.

Ending Date

Enter here the ending date and day for the patient birthday that you wish to select. For example if you wish to select patients whose patients range from the date of June 01 1998 through the date of July 01 1998 then you entry here should be; ENTRY: 07011998 Remember, this is a self formatting date field so you do not need to enter the slash (/) between the month/day/year.

Now the system will begin printing a list of all the patient that match the criteria that you specified for selection. From this list you can send birthday cards or call your patients and wish them happy birthday or anything that you can imagine. This function will help you to market your practice as your patients will see that you care for them and remember them on their special day.

F. Reminder

This report will give you a listing of all the patients that have a reminder as of a certain date specified by the user. This report works in conjunction with the Patient reminder function of the system. When you enter this section the system will ask you the standard questions for every section, (previously explained above) and then it will ask you the following;

Reminders through what date?

Enter here the through date of affectivity for patient reminders that you want the system to print the report for. For example, if you want a list of patients with reminders pending that the effective date of the reminders is no further than November 30, 1990 then your entry here should be the following: ENTRY: 11301990 This is a self formatting date field, meaning that you do not need to enter the slashes (/) to separate the month/ day/year.

After you have completed answering all the questions from which the system will base its selection on, then the system will begin searching for patients that match the selection criteria, and print the report. This report will assist you in keeping track of any reminders that you have for your patients, to assure that anything that you had to do regarding that patient is done promptly and when due. It may be used to store medical reminders, such as: Remembrance of lab results, as well as collection reminders. Anything which is important for your office to act upon properly and immediately when due.

G. New Patient

This report will give you a listing of patients that have come in for the first time within a certain range of dates as specified herewith by the user. This report can be used to analyze the number of new patients that have come into your practice during a specified period of time, may be compare the same period to the prior year, to analyze office performance and perhaps marketing techniques. This report is also useful to easily send special letters or cards to new patients welcoming them to the practice. This is a good marketing, rapport, and function. When you enter this section, the system will ask you the standard questions of every section, (previously explained above) from which the system will base its selection. Once you have completed answering the questions for selection then the system will begin to print the report displaying all the patients that came in for the first time within the range of dates specified, and whom match the selection criteria. This report will be a good tool in the analysis of new patient income to your practice, and what times of the year do you see more new patients.

H. Patient Labels

This function will allow you to print labels for the patients in your practice. These labels will contain the patients ID#, Name, and address. It is recommended that you purchase continuous form labels that are 4 x 15/16 in size, and no more than two labels across the page. We recommend hat you use Avery 5061. When you go into this section the system will ask you the standard questions (previously explained above) from which the system will base its selection of patients from, and then the system will ask you the following questions, which pertain to this report:

Starting Month

Enter here the starting date of birth month for the patients that you wish to print labels for. For example if you wish to select patients that patients range from the month of June through the month of July then you entry here should be; ENTRY: 06

Ending Month

Enter here the ending date of birth month for the patient you wish to print labels for. For example if you wish to select for patients whose birthdays range form the month of June through the month of July, then your entry here should be the following; ENTRY: 07

I. Operator Report

This report will allow you to obtain a report showing the transactions that were entered by each operator. Please note that this report will only detail which operators made the entries if you are using the Security Password system of the program. You can access this report to analyze the production of entry by each employee. Also for audit trailing purposes this report can be used to analyze what employee entered what information. To access this report the system will ask you the standard questions of all reports, (previously explained above) and then the following;

Operator to Include

Enter here the operator code, for which you want this report to print or leave blank for all. If you do not remember the operator code you can click on the drop down arrow located in this field for a list of your internal operator codes. The system will now generate a production report for the above, specified criteria based on the operators individual entries.

II. Transaction Reports

A. List of Services

B. Transaction Details

C. Transaction Summary

D. Deposit

E. Transaction Resume

F. Unpaid Transactions

G. Unpaid Procedure

H. Daily Closing

I. Daily Recap

J. Operator Report

K. Missing R. Ticket

Lets go over each report:

Figure I.3

A. List of Services

This report is self-explanatory. This report will allow you to show a list of services rendered. When you get into this section the system will ask you a series of standard questions (previously explained above) It will then ask you the following:

Service Type to include

It allows you to print out a list of services rendered For example, if you wish to show a list of services that are marked as type "I" then your entry here should be "I". If you wish to show a list of services that are marked as type "C" then your entry here should be "S".

B. Transaction Details

This report will give you a printout of all the transactions that occurred in the system on a specified date. You have the option to enter either a range of dates, to run a periodic transaction report or the same starting and ending date to run a daily transaction report. It is recommended that you print out this report on a daily basis. The periodic transaction report output will be broken down by dates. This report will give you a listing of each individual patient that had a transaction posted that date, and a detail of each transaction to the patients account, inclusive any Services, Payments, and/or Adjustments entered. When they do not balance you can easily spot which check was posted for the incorrect amount. At the end of the report the system will total every type of transaction and then give you various totals including total payments and a breakdown by type of payment (CASH, CHECK, CREDIT CARD etc...). This report is a replacement to the traditional "PEGBOARD" system, it is far more accurate and quicker, and the layout is more organized and formal. When you enter this section to request this report the system will ask you the standard questions of every section (previously explained above) and then the following;

Service Type to include

It allows you to print out a the transaction report including a certain type of service or you can leave this field blank to include all service types. For example, if you wish to show on the report services that are marked as type "I" then your entry here should be "I". If you wish to show on the report services that are marked as type "C" then your entry here should be "S".

C. Transaction Summary

This report will give you the same output as the daily or periodic transaction report but it will be in summary form. It will not have a detail on each patient’s transactions, but rather it simply provides totals for each patient. It is suggested that you print both the regular transaction report and the summarized one in order to decide which one is more useful and efficient for your practice. In this report as well you have the option to print out the report for a day by entering the same starting and ending date or for a period of time by entering the range of dates you want this summary to print out for. For the periodic summary, the output of the report will be broken down by dates. It is recommended that you print both the periodic transaction report and summary and decide which one is more efficient to your practice. The majority of the offices usually print the daily transaction report in detail, and at the end of month they request a periodic transaction summary report for the month in order to do the end of month recaps. When you enter this section to request this report the system will ask you the standard questions of every section (previously explained above) and then the following;

Service Type to include

D. Deposit

You have the option as well in this report , to run it for a specific day, or arrange of days, Daily vs. Periodic. It will detail by day all the deposits, for the range of dates that you specify, broken down by bank account. Daily: This report will give you a list of the checks posted and their corresponding bank account as entered in the payment posting. This report can be used to balance your daily deposit book. To assure that all checks are posted and that none are lost or deposited un-posted. Periodic: This report can be used to balance your deposits for periods of time. It will assure that all the checks that you are depositing are posted into the patient accounts. When you enter this section the system will ask you the standard questions of every section but the first question in this section is the following;

Include Patient Details

If you would like to see the detail of the deposit, then enter “Y”, in this field. This will bring the patient name and sequence that was applied to , otherwise, you may answer “N”, just to see the totals.

This report should be printed periodically to assure that the entries in the system balance with what you are depositing into your bank accounts. This is a good feature to audit trail your practice. You can even take this report and balance it against the daily transaction report to assure that there were no checks entered without specifying the bank account, which will also assure that all your checks are posted and will help you in the security of the money in your practice.

E. Transaction Resume

This report can be very useful to your practice. It gives you a report of transaction separated by month. For each month it gives all services, payments, debit adjustment and credit adjustments. At the end of each month it gives you totals for these transaction as well. It is recommended that this report be printed periodically to keep track of the distribution of monies in your office. When you enter this section to request this report the system will ask you the standard questions of every section (previously explained above) and then the following;

Service Type to include

F. Unpaid transaction report

This report will give you a listing of any transactions, of any type that are un-paid, based on your selection criteria. This report can be used to analyze, which transactions in your system remain un-paid, and open without any response or payment. The system will ask you for the standard report questions, (previously explained above) and then the following;

Service type to include

Minimum Balance

Enter here the minimum balance that a patient must have on their account in order for their unpaid transaction to show on this report. For example if you want only patients with a balance of $10.00, or more, to show on this report then enter here "10".

Once you have completed the above questions the system will then proceed to search for the matching information and print your report.

G. Unpaid Procedure Report

This report will only be functional if you are using the line item posting method in your system. This report is the same as the unpaid transaction report, but it details within a transaction which procedures are unpaid. The system will ask you the standard report questions (previously explained above) and then the following;

Service type to include

Enter here the type of transaction to print this report for. For example to print this report to get a list of unpaid cash transaction, enter "C". For a list of insurance transactions enter "I" etc... If you want to print all leave this field blank. This report bases its output on the completion flag. The report will denote all those services, matching the selection criteria, whose completion flag is "N".

Minimum Balance

H. Daily Closing

The daily closing report is very beneficial for your practice operation. It allows you to see totals of payments. Services, Adjustments + or -, total patients seen, It will divide this report in Today totals, This month totals and year to date totals. It also gives you the number of patients with balances. It gives you total credit and debit amounts and the average balance per patient. Once in this section you have the option to choose which physician to include (previously explained) and it will ask you if you want to detail totals, if you answer Yes to this prompt the system will bring up a detailed report including check, credit card and cash payments, unknown payments, services billed etc…..

I. Daily Recap

This report will display a summary of total activity in your practice for the day you choose . Once in this section after answering standard questions (previously explained above) the system will ask you the following:

Show Ref. Numbers

If you wish to show the reference numbers that you entered while posting payments then answer “Y” for Yes otherwise, answer “N” for no.

Show Amount

If you wish to show the amount on this report answer “Y” for yes otherwise answer “N” for no.

J. Operator Report

Operator to Include

K. Missing Routing Slips Report

This report will give you a listing of the status of your routing slips. This report will assist you in assuring that all routing tickets are entered in the system. The system will display the status of each routing ticket number (For example it could have a status of "MISSING"). Every routing ticket in the system will have a number, which will be entered in the service entry screen when posting services. This report can be requested for a range of routing ticket numbers. This report should usually be printed on a weekly basis (Or daily, or monthly however manner seems more effective for you), and lets say that on this week you used routing tickets 1 to 125, then you would request this report for tickets 1 to 125. When you enter this section to request this report the system will ask you the following;

Starting Ticket Number

Enter here the beginning slip number for the range of slip numbers that you want to request this report for. For example, if you want this report for slips numbered 1 through 125 then your entry here should be the following: ENTRY: 1

Ending Ticket Number

Enter here the ending slip number for the range of slip numbers that you want this report for. For example if you want to request this report for slips numbered 1 through 125 then your entry here should be the following; ENTRY: 125

From here you can determine if a routing ticket number was not posted. Many times a routing ticket can be left in an examination room or filed away without posting, or even accidentally be thrown away. This report will help you track these problems, to make sure that your office promptly bills and collects on all services rendered.

III. A/R and Aging

A. A/R Balance Figure I.4

B. A/R Aged

C. Accounts

D. Service Aged

E. Collection

F. A/R Balance Report

G. A/R Totals report

H. A/R Bal. by Pat. Resp.

Lets go over each report:

A. A/R Balance

This report will give you a listing of the patients in your practice along with their ID#, Classification, Address, telephone number, and the balance of their account. This report can be selected for a range of patient ID#'s, and also including or excluding some patient classifications. When you go into this section the system will ask you the standard questions of every section. From the answers that you specify herewith the system will print the report. This report can be used to call patients notifying them of their balance since the report contains addresses, and telephone numbers, you do not have to search through patient files looking for the information. It is a proven fact that telephone collections are a good tactic in collecting funds. Remember your practice is a place for the care of the health of others, but it is also a business, and like all businesses you are entitled to collect the funds for the services that you have rendered. This report in order to choose the criteria for your information will ask you a series of standard question as previously described above.

B. A/R Aged

This report will give you a breakdown of the aging of the individual patient accounts as selected by the user. The report will break down the balances of the patients into 30-day periods depending on the number of days overdue that you specified, for example(0-29 days overdue 30-59, 60-89, 90-119, 120-149, 150 +). Refer to page 12-27 for an example of this report. When you enter this section the system will ask you the standard questions of every section, (previously explained above) then the following;

Minimum Balance

Service type to include

Check Primary or Secondary Carrier

Enter here “P “if you want the system to check for Primary carrier or enter S if you want the system to check for “S” secondary carrier.

C. Accounts

This report gives you the option to print out a report that list deposits into an account chosen by the user. After entering this area and answering the standard questions of every section the system will ask you:

Account to Include:

Enter here the account that you wish the system to print the report for. If you do no remember the account at this time, click on the drop down arrow in this field for a list of your internal codes to choose from.

D. Service Aged

The purpose of this report is to allow you to view the services rendered by procedure. It shows a listing of the services and their aging i.e. current, over 30, over 60 over 90. After answering the standard question of each section the system will prepare information for your report.

E. Collection Report

This report can be used to get a listing of patients who have a balance overdue more than a specified number of days. This report can be used to send to a collection agency, because it contains any information that the agency might need in order to follow up its collection. You can also use this report to call these patients whose balances are overdue more than a specified number of days, and warn them that if the due balance is not paid by such date, the matter would be turned over to a collection agency. The report will display all the service dates rendered to the patient and the status of the balance. It will even show if there was any payment, and the balance after the payment. When you enter this section to request the report the system will ask you the standard questions of every section and then it will ask you the following;

Number of Days Overdue

Enter here the number of days that a service date must be overdue in order for it to be printed on this report. For example, if you want the services that are overdue one hundred and fifty days, then your entry here should be the following; ENTRY: 150

After you have completed the selection criteria questions the system will then prepare the report for all the patients that fall within the selection criteria and whose balances are overdue by at least the minimum number of days specified herewith by the user.

Note: The following three reports will ask you for starting and ending Id # Enter here the range of Ids that you want the reports to be printed out for. If you want the report to be printed out for all Id #’s leave this field blank. In the event that you want only one id enter the same starting and ending Id.

F. A/R Balance Report

This report is like the first balance report but you have more options to customize your report.

This report can be selected for a range of patient ID#'s, and also including or excluding some patient classifications. When you go into this section the system will ask you the standard questions of every section. It will then ask you the following:

Sort by Id, Class or Name

Enter here how you want the system to sort the information. Enter “I” for Id, “C” for class or “N” for name.

Include Patient Details

Self-Explanatory. Enter here “Y” for yes if you want to include patient detail on the report, otherwise enter “N” for No.

Show Overdue From Pay or Srv

Self-Explanatory. Enter here “P” to show overdue from payment or “S” to show overdue from Service.

Starting and Ending Overdue Days

Self-Explanatory. Enter here the starting and ending overdue days for the report.

G. A/R Totals Report

This report will give you the totals of the accounts receivables in your practice. This report can be used to analyze if the account receivables in your practice is rising, which in turn is worse meaning that more money is owed to you, or it is getting lower which could mean that the collections of your practice is getting better. The system will go through all the information in your practice and add it up and give you a total of the A/R in your practice. When you enter this section to request this report the system will ask you the standard questions of every section from which the system will base its output on. The questions under class are enabled because you do not need to specify this information for this report. Once the system is finished calculating the A/R then the system will display the totals showing you the monies that are outstanding in your practice. If there are any monies that you owe to patients the system will also display that, and it will offset the total amount of the A/R total.

It is recommended that you balance your accounts receivables periodically. Some offices prefer to do this daily, weekly, or monthly. The period is not important as long that it is done. Balancing A/R is a must to the security of your practice, to make sure posting once entered are not getting lost or altered in any way. This report was designed to specifically assist you in this regard.

The system has the ability to maintain two balances per patient account. One balance for the insurance and one balance for the patient's responsibility. If you maintain two balances in your system the following reports will be available.

H. A/R Bal. by Pat Resp.

This report will give you a listing of patients along with their address, phone number and patient responsibility balance. This report is the same as the report "A/R balance report" except that the balances displayed are the patient responsibility balances that are kept when your system is set up to maintain two balances. The two balance system is an option in the software and can be used depending on the necessity of your practice. For information on how to set up your system to maintain two balances, refer to the System Management section of this manual, specifically tailor system to user.

When you go into this section the system will ask you the standard questions of every section. It will then ask you the following:

Sort by Id, Class or Name

Enter here how you want the system to sort the information. Enter “I” for Id, “C” for class or “N” for name.

D. Insurance Reports

The reports in this section have all been developed to give you a better, easier, faster method to track your insurance claims, and set up better insurance collection and billing systems. The reports in this section include accounts receivables reports by primary and secondary insurance, list of patients by insurance companies, and unbilled insurance reports both, for primary and secondary insurance companies. When you enter this section the system will display the following menu of reports that you may select from.

Figure I.5

A. Services Billed

B. Services Unbilled

C. Primary Aging

D. Secondary Aging

E. Primary Inq. Letter

F. Secondary Inq. Letter

Lets go over the output of each report hereby offered. Lets begin with the following;

A. Services Billed

This report will give you a listing of the services that have been submitted for payment to the insurance companies. You have the option to include all services billed, or specifically request those billed within a specific period of time. You can also choose to check primary or secondary carrier. When you enter this section to request this report the system will ask you the standard questions of every section and the following special questions that exclusively relate to this report:

Minimum Balance

Service type to include

Check Primary or Secondary Carrier

Enter here “P “if you want the system to check for Primary carrier or enter S if you want the system to check for “S” secondary carrier.

B. Services Un-billed

This report will give you a listing of the services that have been submitted for payment to the insurance companies. You have the option to include all services un-billed, or specifically request those un-billed within a specific period of time. You can also choose to check primary or secondary carrier. When you enter this section to request this report the system will ask you the standard questions of every section and the following special questions that exclusively relate to this report:

Minimum Balance

Service type to include

Check Primary or Secondary Carrier

Enter here “P “if you want the system to check for Primary carrier or enter S if you want the system to check for “S” secondary carrier.

C. Primary Aging

This report will give you an aging of the claims, which your office has already filed, sorted by insurance company. Thus, it provides the total amount due to you per insurance company, along with the respective aging. You have the capability to instruct the system to show on the report only those claims that are more than a specified number of days past due. This report includes a listing of all the claims grouped by insurance company along with the insurance company name, phone number, the day that the claim was submitted, the day that the services were rendered, the number of days that it is overdue and the amounts overdue. This report can be used to call the insurance companies to follow up on the claims that have not been paid. This report could also help you audit trail the payment entries in your system. For example, if you call an insurance company and they say that they have issued a check to you, but it does not appear in your system, then you can check if it was never posted, sent to the wrong address, or posted to the wrong patient account. When you enter this section to request this report the system will ask you the following questions.

Show Patient Details

Self-Explanatory. Enter here “Y” to show the detail patient information. Otherwise Enter “N” No.

Show Patient Reminder

Self-Explanatory. Enter here “Y” to show the patient reminder information. Otherwise Enter “N” No

Show Procedures Details

Self-Explanatory. Enter here “Y” to show the detail, procedure information. Otherwise Enter “N” No

Show Doctor Details

Self-Explanatory Enter here “Y” to show the doctor detail information. Otherwise Enter “N” No

Type of Service to Print

B. Ins. Aged A/R Report (Sec.)

This report is the same as the aged report for primary insurance, with the exception that it is the aging for the secondary insurance companies. To select this report it is the same process as selecting the report for the primary insurance. This report will be very helpful for you to keep track of, and follow up on secondary insurance claim payments When you enter this section to request this report the system will ask you the following questions.

Show Patient Details

Self-Explanatory. Enter here “Y” to show the detail patient information. Otherwise Enter “N” No.

Show Patient Reminder

Self-Explanatory. Enter here “Y” to show the patient reminder information. Otherwise Enter “N” No

Show Procedures Details

Self-Explanatory. Enter here “Y” to show the detail, procedure information. Otherwise Enter “N” No

Show Doctor Details

Self-Explanatory Enter here “Y” to show the doctor detail information. Otherwise Enter “N” No

Type of Service to Print

E. Primary Inq. Letter

This function of the system will allow you to print out inquiries letters for primary insurances about the status of unpaid claims. There is a standard letter that is already in your system. This system will allow you to specify for which company you would like to send the inquiry letter and for claims overdue how many days. These letters are very powerful collection tools as they automate your collections of unpaid claims without the need of having employees call all companies to follow up. This letter provides an area for the company to respond as to the status of the claims. It is similar to having a collection agency visit your company to find out about unpaid claims. The system will ask you standard question as in every section, once answered the system will prepare the letters for you.

F. Secondary Inq. Letter

This function of the system will allow you to print out inquiries letters for secondary insurances about the status of unpaid claims. There is a standard letter that is already in your system. This system will allow you to specify for which company you would like to send the inquiry letter and for claims overdue how many days. These letters are very powerful collection tools as they automate your collections of unpaid claims without the need of having employees call all companies to follow up. This letter provides an area for the company to respond as to the status of the claims. It is similar to having a collection agency visit your company to find out about unpaid claims. The system will ask you standard question as in every section, once answered the system will prepare the letters for you.

E. Income Reports

When you enter this section of the package the system will display a menu, refer to figure 11-6 for an example of the menu. The following is a list of the reports that you can access.

Figure I.6

A. Production

B. Balance Trail

C. Income by Patient

D. Income by Ref. Physician

E. Income by Classification

F. Income by Physician

H. Income by Ins. Company

G. Income by Procedure

The reports in this section are primarily to analyze the production of your practice, by specific sections of the practice, and for any desired period of time. Lets cover the output of the reports:

A. Production

This report can be very useful to analyze the production of your practice. It displays the services, payments, adjustment and balances per date separated by month. To access this function click on the production button in the income reports window. After answering the standard question of every section the system will also prompt you for the following:

Starting & Ending Date for Services

Self-Explanatory. Enter here the Starting and Ending date of services for which you want the system to run the report for. For example if you want the report to show services from January 20, 2000 thru February 20, 2000 then enter 01202000 in the first field, 02202000 in the second field.

Starting & Ending Date for Payments

Self-Explanatory. Enter here the Starting and Ending date of payments for which you want the system to run the report for. For example if you want the report to show payments from January 20, 2000 thru February 20, 2000 then enter 01202000 in the first field, 02202000 in the second field.

Procedure to Include

Self-Explanatory. Enter here the procedure you wish to include on you report. If you do not remember the procedure code click on the drop down arrow in this field and choose the appropriate code from your internal code listing.

Include days details

Self-Explanatory. If on this report you wish to show days details, Enter “Y” yes here, Otherwise Enter “N” no.

B. Balance Trail

This report is similar to the production report, the diffrence is that it carries over the balance each month and gives you a grand total. After entering the standard questions of every section, The system will prompt you for the following:

Enter initial date for thru :

Enter the date that you want the system to carry over the balance from. This si a self-formatting field, you do not need to enter the dashes to separate the day/month/year, the system will place it automatically place the dashes for you.

C. Income by Patient

This report is to show a listing of monies received from each patient or a range of patients. After answering the standard question of every section the system will prompt you for the following:

Show service detail:

Self-Explanatory. Enter here “Y” yes if you want the report to show service details otherwise enter “N” no.

D. Income by Ref. Physician.

This report will give you a list, sorted by referral source, of the patients that have come to your practice by way of referral. In it you have the capability to include the name of each patient referred, total services billed, payments received, and total adjustments posted. This way, you can quickly analyze, where your patients are coming from, and perhaps allow courtesies to those referrals that submit good patients.

This report can also help you analyze if the referrals that you are getting from certain sources are really bringing in money, or not. For example, a doctor might be referring patients to you who are not paying, and you are rendering services but not getting paid for them. This type of referral might be damaging you instead of helping you. Refer to page 12-36 for an example of this report. When you enter this section to request this report the system will ask you the standard questions of every section, then the following question will also appear.

Ref. Physician to include:

Enter the internal physician code, which corresponds, to the doctor for which you want the requested statistical information. If your office does not want to distinguish statistical information between doctors, simply leave this field blank by pressing <ENTER>. For a list of all available physician codes click on the drop down arrow located in this field and choose from a listing of your internal codes for Referring physicians

Include Details

Enter "Y" if you want the report to be in detail. That is, for each and every patient it will list the patient name for which each transaction took place, and a detail of each transaction, rather than simply providing lump totals. At times it might be best to request statistical reports without detail, as the report, might take a substantial amount of pages. In order to obtain the report without detail simply enter "N".

E. Income by Classification

This report will allow you to see the production of your practice for the period of time requested, organized by patient classification or classifications entered, in your system. This report can be used to analyze what patient classification is bringing in the most money to your practice, or just to analyze what is the difference in production between each patient classification. If when selecting the output of this report you tell the system to give you detail of transactions, the system will group into patient classifications all the patients and the transactions that have occurred within each individual account. This report can also be selected without detail, in which case the system will just give you the totals of each patient classification. On certain occasions, it might be best to request the report without detail due to the fact that the printout on paper could be very lengthy. It is suggested that you print the report both ways and then decide which format is more effective and convenient for your practice to use. When you enter this section to print this report, the system will ask you the standard questions of every section such as, what patient classifications to include in the report, and for what physician codes, etc...

Ref. Physician to include:

Include Details

F. Income by Physician

This report provides a performance production analysis by doctor. This is greatly used in offices with more than one doctor to identify, for any requested period of time, how much each doctor has billed versus how much money each has actually brought in, during the same period. You may request the report with or without detail. With detail will include the name of each patient per transaction posted, and the respective amount. This will be helpful to identify when sometimes the services of one doctor are inadvertently posted as though another rendered them. Should you ask for the report without detail, it will simply provide lump totals. When you access this section, the system will ask for the standard questions of every section.

G. Income by Ins. Company

This report will give you how much monies come into your practice by each individual source of income for any period of time requested. This report bases its output on the entry that you make when posting payments, and the system asks for the source of payment. This is a good report for the analysis of where the bulk of the practice money is coming from. If your cash paying patients are producing a very low amount of income, compared to other sources then you could decide to perhaps give cash paying patients incentives to bring them in to your practice. Whatever you decide to do, or take action upon, this report will help you make a proper decision based on production and income. When you enter this section the system will ask you all the standard questions of this section. One of the questions in this section is "Include detail ", by answering "Y" to this question, the system will print out the report with the detail of every transaction broken down by patient and by date. If you request this report with no detail, then the system will only give you total amounts by each source of payment requested.

H. Income by Procedures

This report will allow you to analyze how many times a certain procedure has been performed by your practice, for periods of time hereby set forth. This report will give you a listing by date of service for the patients who have had the procedure done. This report can be requested for specific procedures, or for all procedures rendered in your practice. This report can show that perhaps there might be certain procedures that you do not perform often which do not bring much income, and it might be best you to invest that time doing other more productive services that will bring more revenue to the practice. Also this report is used by many offices to identify and keep track of the last time when a particular procedure was billed (Usually better paid ones); this way, they can quickly notice when they may once again commence using it for billing. These are the kinds of analysis that you can make based on the information of this report. Refer to page 12-37 for an example of this report. When you enter this section to request the report the system will ask the standard questions of every section, and then the following special question;

Procedure to Include

Enter here if you want only a specific procedure on this report, which one it is, if you do not remember it click on the drop down arrow and choose the appropriate internal code. If you want all procedures on this report leave this blank.

Note: For those offices using the line item posting function of the system, this report will display procedure income based on the line item. Once again if your office is using line item this report will be more detailed, as the system will not only give you analysis by the amount billed, but it will give you the amount paid by each procedure.

Include Details

Enter "Y" if you want the report to be in detail. That is, for each and every patient it will list the patient name for which said transaction took place, and a detail of each transaction, rather than simply providing lump totals. At times it might be best to request statistical reports without detail, as the report, might take a substantial amount of pages. In order to obtain the report without detail simply enter "N".

F. HMO Reports

The reports in this section are custom depending on the necessities of the practice, and the HMO that requires these reports. This menu consist of the following:

I. Family Health Plan Enc. Log

II. Health Option Pat. Roster

III. Care Florida Enc. Log

IV. Prucare of South Florida

V. Patient Referral Expiration

VI. Insurance Gain/Loss Analysis

VII. HMO Pat. Encounter Log

Introduction

III. A/R and Aging

Enter Carriers To Include

I. Patients

A. List

Starting Date

D. Deposit

F. Unpaid Transactions

Service Type to include

Service Type to include

Service Type to include

Include Patient Details

Service Type to include

H. Daily Closing

I. Daily Recap

Show Ref. Numbers

Show Amount

Check Primary or Secondary Carrier

C. Accounts

D. Service Aged

Number of Days Overdue

F. A/R Balance Report

Show Overdue From Pay or Srv

Starting and Ending Overdue Days

Check Primary or Secondary Carrier

Check Primary or Secondary Carrier

Self-Explanatory. Enter here “Y” to show the patient reminder information. Otherwise Enter “N” No

Show Procedures Details

Self-Explanatory. Enter here “Y” to show the patient reminder information. Otherwise Enter “N” No

Show Procedures Details

E. Primary Inq. Letter

F. Secondary Inq. Letter

D. Income by Ref. Physician

Starting & Ending Date for Services

Starting & Ending Date for Payments

Procedure to Include

Include days details

Procedure to Include

V. Patient Referral Expiration