Routine Reporting and Analysis

This section details the key reports that should be run by staff on a regular basis and the key indicators to look for and best practices around the use of reports. It is broken into daily, weekly and billing focused reports. Most of the reports are found on the Reports tab, but some reports are available from special icons or menus.

Daily Reports

Report Description Key Indicators and Practices

Tasks Tab (F2)

Tasks are created by staff members or the billing team and assigned either to groups or individuals. Task groups can be assigned on the Staff Editor.

Each person should resolve their tasks by the due date. When the task is resolved, it will route to the originator’s task list. Tasks can also be commented on and re-routed as necessary.

 

Tasks are automatically generated for billing when the patient’s insurance information changes, a charge ticket changes, a diagnosis changes or when a new payer is added.

The billing staff should resolve the system tasks daily. This ensures that claims are billed to the correct payers with the correct information and that all changes are kept in sync with the billing record. When new payers are added they should be screened for duplicates.

Weekly Reports

Most of the weekly reports are focused on processes that involve clinical supervision. Managing the productivity of your therapists is a leading indicator to your monthly results, so we recommend looking at these statistics weekly. These reports can be run daily or monthly depending on your level of management resources and how frequently you need to drive corrective action.

Report Description Key Indicators and Practices
Reports > Productivity> Therapist Productivity – Appointments and Visits Details the case load, visit load, signoff status and cancellation rate by therapist for a date range of appointments. This report provides a good comparative view to show which therapists may be overloaded, outperforming or underperforming. You can view the number of new cases, total case load
Reports > Productivity > Therapist Productivity – Time Based Details the time utilization of therapists comparing scheduled time to visit time to actual billed time. How you manage your therapist’s time has a huge impact on their productivity and your cash flow. The time based productivity report details the utilization of therapist time and gives you a view of their utilization. Key factors to watch are units per hour and percent of visit time billed.

Reports > Appointment Analysis > Active Cases by Clinic by Therapist

Details the case load of therapists by patient

Helping your therapists get the patients in for their prescribed frequency is an important part of the care equation. The Active Cases by Clinic by Therapist report lets you analyze the number of scheduled appointments and visits for each patient to ensure that each patient is scheduled and attending as required.

Reports > Management > Trimmed Procedures

Details procedures trimmed or not billed due to billing rules during

Billing rules are automatically applied when a therapist signs off on a charge ticket. If billing rules are ignored, charges may not be billed. The trimmed procedure report shows which procedure codes are trimmed or not billed. You can use this report to review and educate therapists and adjust billing rules when necessary. Therapists can unsign visits and adjust charge tickets as necessary. If charges have already been billed, a system task is created to let billing staff know the charge ticket has changed. If charges have not been billed, the updated charges will be reflected automatically.

Billing Focused Reports

Report Description Key Indicators and Practices

Reports >
Management> Unsigned Appointments

Details all unsigned visits by therapist in a given date range.

Unsigned appointments are not billed and delay cash flow. Have a policy for the number of days you will allow visits to go unsigned and communicate to therapists and enforce. Therapists can easily see unsigned appointments on their unsigned lists.

Run > Claim Issue Listing

The claim issue listing details all claims held for billing due to missing payer requirements including payer setup issues and staff credentialing issues.

The administrative staff should review the Claim Issue listing daily and resolve issues to ensure the timely billing of claims.

Reports > Claims Research > Claims on hold

Details all claims on hold for denials, underpayment or overpayment.

The billing staff should review claims on hold on at least a weekly basis to resolve denials and correct underpayment and overpayment issues. Tracking and resolving claims on hold ensures that claims are rebilled on a timely basis. Double click on a claim number to review, edit and rebill the claim.

Reports > Daily Activity > Cash Collection

Details the money collected by the front desk staff.

As part of a “daily close process”, reconciling the money collected by the front desk staff should be done on a daily basis or at least with the frequency of clinical deposits. Make sure the money collected is accounted for. This helps prevent fraud and detect patient collection issues that could impact cash flow.

Reports > Payments and Deposits > Payments Deposited

Details all posted payments in system that have been deposited in a timeframe.

This report shows all deposits created in a given timeframe and the source of the deposit to allow you to differentiate between insurance payments and patient payments. The deposit number should match to the deposit in the bank less any items

Reports > Payments and Deposits > Payments not Deposited

Details all payments posted in system that have not been deposited

Reconciling posted payments with deposits is essential to ensure that all money received is posted to patient accounts and no deposited funds go unaccounted for. All payments posted to patient accounts should be deposited and the full amount deposited should be in balance.
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