Monthly Accounting Reports

What are they and how do they work.

Date of Tech Note: 3/3/00
Enhancement: 3/3/00
Bug Fix: N/A

Description

Accounts Receivable

It looks for all records in the BILLING file within your start and end accounting months that you have selected as well as the Doctors accounts. It uses billing records that are not equal to a status of Paid or Writeoff

For each of the accounting month column it takes the [Billing]Amount-[Billing]AmtPaid and puts it in the appropriate receivable columns.

Example: If I am in the 15 accounting month and I run this report from Accounting month 1 to 15, then billings that are 30 days past due are in the 14 accounting month. 60 days are all billings in the 13 accounting month and 90 days are in the 12 Accounting month and 120+ days are all accounting months from 11 to 1

Statement summary

This report creates sets from the Billing file, Payment file and adjustment file based on the search criteria selected in the area account and agency listings for the accounting month selected.

From the billing file set

1. The Billings column contains the [billing]Amount no matter what the status is of the record (including writeoff). These amounts are added to the respective area account rows.

2. The write offs column contains the [Billing]Amount-[Billing]AmtPaid, if the status is write off in the selected accounting month for the specific area account row. This column does not include billing records with a status of write off in other accounting months where you have the billing record made a write off in this accounting month.

From the payment file set

3. The Payments column contains all payment records in the selected accounting month for the selected doctor account.It contains the [Payment]Amount values for each account.

From the adjustment file set

4 The bill Adjustment column contains [Adjustments]BillAmount for the selected accounting month for each of the area accounts listed This includes all statuses that are blank but does not include records where the status is write off.

5.The payment adjustment column contains [Adjustments]PayAmt for each area account row, if the status is not writeoff.

6. The Adjust W/O column contains [Adjustments]BillAmount for all records equal to writeoff for that doctors area account. This includes all write off made in this accounting month even if the billing is done in a previous accounting month.

FeeCode Report

This report searches for the records in the Billing file, Billing Line Items file, and Payment file based on the criteria selected in the agencies and area accounts boxes for the selected accounting month

It creates a list of unique fee codes. It takes the records and counts how many codes of each and their adds up their respective amounts.

From the Billing File: If the fee code in the billing file is not paper and not Blank, it puts in the first column [Billing]Amount and in the second column [Billing]AmtPaid and counts it in the Quantity column. It does not care what status the claim has for the accounting month nor if there are modifier codes with the original code. It just takes the total amount billed and paid. If the fee code is paper, the report adds the [Billing]AmtPaid in the paper feecode row and billing paid column

Since the last update I check for a modifier and count it in the Quantity column. I do not try to separate out the billing amount that is for the modifier only as it has the amounts added in with the original code it is attached to.

From the billing line file: If the fee code is paper, it will find the individual line items (search by claim number) and put the Fee code used in that file in the report rows, count it, and add the [Billing_Lines]Line_Total to that fee code row and Billed Amount Column.

From the Payment file: The fourth column contains the [Payment]Amount for each Fee code row. If it says paper as the fee code in the payment file then it adds it to the paper fee code row in the report and does not get separated out by the individual line items.

Billings report

Finds all records in billing file fitting the search criteria and prints a detailed listing of the billing records no matter what the status.

Appt HSC report

This report goes into the appointment file and finds [Appointment]Fee_Codes that are not blank. It Counts how many fee codes there are in that field (we assume these to be fee codes that still need to be billed on the daysheets) and lists what those fee codes are.

It also Counts how many codes are in the [Appointment]Billed_Fees (we assume these to be already billed). This report works best if only one doctors area account is selected. The summary statistics at the bottom indicate how many appointment statuses it is counting ( a dash indicates no registered status and could include blank appointments).

Payments report

This prints a detailed listing of the payments based on the search criteria selected.The records for this report come from the payment file only. This report works best if one doctors area account is selected.

Doctor Summary report

This report searches in Billing file, Payment file, and Adjustment file for the search criteria selected. It works best if you select only one doctors area account.

From the Billing file: In the billings column, the report adds up the [Billing]Amount and puts it in the billings column no matter what the status of the billing record is. It separates these amounts based on your billing province, then all electronic billing provinces including yours, and then non electronic provinces in the billing agency. The non electronic agency is listed as Paper in its row title.It counts the records as well.

If the status of the billing is write off , it adds [Billing]Amount-[Billing]AmtPaid into the Write off column separated by the row specifications above.

From the Payment file: For the Payments column, it will separate the payments that are specifically for your province, for all electronic billing provinces, and then for the non electronic agencies. It puts [payment]Amount in the respective rows.

From the Adjustment file: For the billing adjustments column, it will add up [Adjustments]BillAmount only if the adjustment is greater than zero no matter what the status of the adjustment record(writeoffs are positive bill amount values in this file but they should be subtracted). These amounts are separated by your province bill agency, all electronic provinces, and then non electronic agencies rows. These non electronic agencies adjustments include the Agencies that you left blank.

In the next version I have excluded adjustments that have a status of write off because they should decrease the doctors billing amount and they are adding to it now. I have also included adjustments that are less than zero balances.

For the payment adjustments column, it will add up [Adjustments]BillAmount. This is incorrect and will be fixed in the next update to use the [Adjustments]PayAmt even if the amount is less than zero. These amounts are separated out by your province, all electronic provinces, and then non electronic agencies including the agencies you left blank.

Billing Status report

Searches are done in the Billing file and it finds all billings in the specified accounting month and gives a report by the status they have ie paid, refused, payless, writeoff, etc.It will add the billed amount in one column and then the paid amount in another column and then it will take a difference of the two and it will count the number of claims in each status. It will separate the paid claims based on whether they are electronic provinces or not electronic provinces. This is a summary report for a single doctors area account.