Reports are management tools that can be used to track fiscal, production, and patient information within the database. For example, the amount of work done (production) and the amount of money received (receipts) can be found with the Gross Receipts Report and one of the production reports each month.
The Production reports are designed as cash flow reports, tracking the progress of money from charge to payment. Each Production report will total the same, however the criteria will vary by report. The receipts on the Production reports are only the receipts for the production that was done this month. Unless the office requires payment in full at the time of service and does not allow pre-payment, these receipts will not match the total amount received for the same date range (Gross Receipts).
If the the office does not require payment in full at the time of service, run the Accounts Receivable report on a daily basis instead. This report (sometimes referred to as an Aging Analysis) shows all money owed to the office, broken down by aging categories based off of the date the procedure was performed.
The Accounts Receivable Report tracks money to be collected. Since the Accounts Receivable report updates in real time, past Accounts Receivable reports can only be viewed by saving copies or restoring data from a given date. Save or print a copy at each fiscal year end.
If payment is received directly from insurance companies, run an Outstanding Claims report such as Outstanding Claims by Company or All Outstanding Claims. They both report the same data, each organized in a different order. Tracing all entries that are past the expected payment date on these reports will not only help you collect payment from the insurance companies more efficiently, but will ensure revenue is not lost through lack of timely filing.
There are also Daily Reports. The most commonly run report is the Day Sheet. This report also includes deposit slip information. For more information on the Day Sheets, please view the Posted Date Day Sheet and Procedure Date Day Sheet documentation.
There are many other reports available, but not all reports will be useful for all offices. For instance, a consulting practice may use the Referral reports extensively, while family practices may use it only when required on an insurance form. Specific documentation about the uses and options available for each report is in the documentation for that report.
Understanding The Reports
For each report in MacPractice, you can set a filter for a variety of criteria (providers, offices, date range, etc.).
The Provider and Office filters are available on virtually every report; however, there are a number of provider fields in MacPractice and each report may pull from a different Provider field than another. The documentation for each report will tell you where the provider in that report pulls from. You can also consult the Associating Records to a Provider documentation for additional information about each provider field in MacPractice.
Posted Date/Procedure Date
In MacPractice, almost every transaction has both a posted and a procedure date. Most reports can be filtered by either of these. The Posted Date is the date the item was entered into the computer, and cannot be edited. The Procedure Date is the date the procedure was done on, not necessarily the date the procedure was entered, and can be manually adjusted at any time.
Most reports have the ability to filter by a specific date range. This is helps MacPractice narrow the scope of information in the report.
Some reports do not respond to a date range, but give only current data each time you run them; these are called real time reports. These reports change each time you post and do not allow you view the data as it existed in the past. Most notable among the real time reports are the Accounts Receivable and the Outstanding Claims reports.
In the Production reports, the date range can filter the report to show only procedures that occurred in a given date range, the payment, write-off, and adjustment information update in real time. This means that each time you post something against the production for this date range, the payments, write-offs and so on will change while the production date range will not. If you wanted to trace your production month by month, you would need to print a copy at the end of each month. You cannot ask it in March how much of January's production was paid in February.
At the request of many of our clients who wanted the convenience of being able to post and/or modify posting after the date or even month of service, MacPractice does not close periods. Many of the reports reflect modifications made to existing transactions in the reports dated for the original entry (see posting documentation for a discussion of allowing changes to existing transactions). The exception to this rule is the Earned Receipts report. This report is available only by the date the payment was applied, and any modifications to existing data are reflected on the report date that includes the date modified.
The documentation on each report will explain the differences in seemingly similar fields.
In addition to the filters at the top of each report screen, there are other notations about the report details on many reports. Some carry asterisks with information about the data such as "Total Payment Amount shows total payments / negative adjustments" on the Day Sheet detail view.
Many reports show a triangle to the left of a line item. Twisting down (clicking on the triangle so the right point turns down) will reveal another level of detail. On most expandable reports, you can check the Expand All checkbox to expand all records.
Clicking on line items that appear in blue on a report will take you to the source of that data. If you click on the blue line in Outstanding Claims, for example, you will be taken to the patient's ledger with the claim highlighted.
Clicking on a blue column header will change the sort order on the report. For instance, clicking on the Primary Name will cause the Accounts Receivable report to appear in alphabetical order instead of Account Number order.
Report Filter Defaults
The report reference allows you to set up default selections for every type of filter that can be applied on a report. Once you've set the filters as desired, click the "Save" button.
Keep in mind that not every report has the same set of filters, so it is best to review filters prior to running a specific report.