Practices commonly use three main reports for their end of day financial reporting:
- End of Day/Week/Month Report - shows all CHARGES (paid/ unpaid) broken down by charge category/ type and charge owner for the specified time period, as well as PAYMENT TOTALS by payment type.
- Income Report or Allocation Report - shows all PAYMENTS broken down by the charge category/ type and charge owner of the charge(s) to which the payments are applied, either by when the payment was added (Income Report) or when the payment was applied to specific charges (Allocation Report).
All three reports let you view aggregate financial data over a specified time period. Each report also expands totals to show further detail, down to the level of individual transactions, by clicking on any total row.
* Note on Charge Ownership
By default, a charge is "owned," for billing reporting purposes, by:
- The person who added the charge, if the charge was added outside of an encounter note.
- The person who owns an encounter note (the creator/ last editor of the note if unsigned, or the signer of the note), if the charge was added inside an encounter note.
- The person to whom the charge is manually assigned ***if manual assignment of charges is enabled for your build. If you do not have manual assignment of charges enabled, but want this, please reach out to us to enable it.
* Note on Charge Categories
These are set in the master Charge List - each charge in the charge list has a Charge Type, which determines how charges are categorized on billing reports.
End of Day/Week/Month Report
This is the most comprehensive report of a day's financial activity. It shows the breakdown of charges for a specific period (including both paid and unpaid charges) broken down by category and charge owner, as well as:
- Total payments by payment type (credit card, check, cash, etc.), to detail a picture of a day's total deposits, including subscription payments.
- Over/under reports, to capture changes made during the selected period that affect a different reporting period.
Read more about this report here.
The Income Report shows the breakdown of payments that were received during the specified period by charge category and charge owner. The category and owner come from the charge(s) to which the payment is applied. You can select at the top of the report if you want the primary breakdown to be by Charge Owner (showing the different charge category totals per user), or by Charge Category (showing the different user totals for each charge category).
This report is often used to see how much income (total and/ or of specific types) is attributable to specific users, for example where staff compensation depends on the income they are responsible for generating.
Please note that this report does not include subscription payments. Read more about this report here.
The allocation report is very similar to the Income Report, but shows the breakdown of payments that were allocated towards specific charges in the specified period (versus payments that were received during the specified period in the Income Report). It would be used instead of the Income Report by clinics that:
- Use prepaid packages, and in doing so accept payments before specific charges are added,and leave those payments as credits in the patients' accounts. Payments are then applied to specific charges when those charges are added to the patient's account as the patient comes in for specific pre-paid services or products. AND
- Pay commissions/ compensate staff members based on how much income they are responsible for generating.
To illustrate why you would use the Allocation Report rather than the Income Report in this circumstance, let's take a simple example. Patient A pre-pays for a $2000 treatment package on May 26th. The payment is added on that date and exists as a credit in her account that is available to apply to future charges. She has her first 2 included visits, accounting for $800 of the value of the package, in June.
- The Income Report for May would show the full $2000 purchase, but under an Unallocated category and not under any specific user (because it hasn't yet been allocated to any specific charges).
- The Allocation Report would show nothing in May, but would show the $800 that she used in June under the appropriate charge category and charge owner, based on the specific charges that it was applied to.
Other Important End-of-Day Reporting/ Tools
- The Charges-Added Check is a useful tool to make sure all patients have been charged for their visits during a specific time period (generally for the day). Read more.
- The Revenue per Patient report can be used to identify why there is a discrepancy between the End of Day/ Week/ Month Report and the Income Report for a specific period, i.e., which patient(s) did not pay/ pay in full at the time of services, or to otherwise identify which patients did/ did not pay in full when charges were initially added.
- The Export Charges to Excel option can be used to export ALL or SELECTED CATEGORIES of charges/ payments for a certain period to a spreadsheet download for additional sorting, filtering, or analysis.
- The Search by Patient tab of the Billing section can be used to show all patients with outstanding balances of certain aging, by toggling the drop down menu in the middle from All Pt Accounts to Pts w/ Balances (or one of the other options).
Other keywords: billing, charges, payments