Accounts Receivable: Accounts Receivable Analysis Grid

This report is currently in Limited Release to a select group of Members and will be gradually rolled out over the following weeks.

Accounts Receivable is an Analysis Grid style report that contains a line for each unique charge with a balance greater than $0. For each charge, you can view the associated patient, therapist, CPT Code, insurance details, and payment/adjustment amounts. 

The Accounts Receivable Analysis Grid report can be used to:

  • Ensure your aging AR stays below an acceptable amount.  
  • Identify instances where writing off a balance is best.
  • Locate patients with outstanding balances who may need follow up. 

To Run and Customize the Report

  1. Choose which clinics appear in the report using the View Clinics by: drop-down menu and corresponding (…) button.
  2. Select your Date Range.
  3. Use the View by Date Type to choose whether you want to pull information by Date of Service or Charge.
  4. Add custom Filters to create specific segments of data using any of the column values in the report.
  5. Select Add Chart to visualize the data. Charts can be saved and displayed in your Custom Dashboards.
  6. Use the Column Headers to Sort, Filter, Group, Aggregate, or Format the report output.
  7. Once you've manipulated the report to your liking, you can save the customizations to your Saved Reports to run again later or share it with others in your organization.

Tip: To see aging information, use the View by DateType drop-down to set how your Date Range pulls information. You can choose to view this report by Date of Service or Charge Date. Then, make sure you set the Date Range for the appropriate length of time, if you want to view aging for the last 180, you’ll need to select that date range. 

Payments included in this report 
  • Insurance Payments: All payments posted from the insurance (Batch Payments or Release 835s page.)
  • Unassigned payments: Payments entered directly in RevFlow via the Unassigned Payments page. This includes payments that have been distributed to dates of service, and those waiting to be allocated based on system rules.
  • WebPT EMR Payments: Payments collected from the patient and posted in the WebPT EMR. These payments flow into RevFlow (Unassigned Payments) and include payments that have been distributed to dates of service, and those waiting to be allocated based on system rules.

Location

You can locate this report in the Accounts Receivable section of Reports in Analytics.  If you do not see the report listed in this section, ensure that you have the correct Analytics Access permission.

Column Descriptions 

Column Description Data Source
Clinic Name Name of the clinic where the patient was treated RevFlow
Patient Name Name of the patient with a balance greater than $0 EMR
Account Number Patient’s RevFlow account number RevFlow
Charge ID The unique ID assigned to the charge in RevFlow (If this is a patient payment, this field will contain the patient payment type, i.e. Copay). RevFlow
Documenting Therapist The therapist who started the note (this will be blank if the line is a patient payment). EMR
Finalizing Therapist The therapist who finalized the note EMR
Specialty Therapist’s specialty, i.e. PT (this will be blank if the line is a patient payment). EMR
Date of Service The date of service as it appears on the patient note. This will be blank if the patient's payment was collected without a DOS.
EMR
Charge Date The date that the charge was created in RevFlow (this will be blank if the line is a patient payment). RevFlow
Billed Units The number of units billed for the charge. This will be 0 for patient payments. EMR
Charges Total dollar amount billed. This contains $0.00 for patient payments.
RevFlow
Insurance Payments The total dollar amount of insurance payment(s) applied to this charge. This contains $0.00 for patient payments. RevFlow
Insurance Adjustments The total dollar amount of insurance adjustment(s) applied to this charge. This contains $0.00 for patient payments. RevFlow
Patient Payments The total dollar amount of patient payment(s) applied to this charge. RevFlow
Patient Adjustments The total dollar amount of additional adjustments entered into RevFlow. RevFlow
Total Payments The total dollar amount of insurance payments + patient payments.     RevFlow
Current Balance 0-29 days old (based on Date of Service) RevFlow
30 Days Balance 30-59 days old (based on Date of Service) RevFlow
60 Days Balance 60-89 days old (based on Date of Service) RevFlow
90 Days Balance 90-119 days old (based on Date of Service) RevFlow
120 Days Balance 120-149 days old (based on Date of Service) RevFlow
150 Days Balance 150-179 days old (based on Date of Service) RevFlow
180 Days Balance 180+ days old (based on Date of Service) RevFlow
Balance Patient’s balance for all time. RevFlow
Current Insurance Description Who currently responsible for paying the charge right now (can be PATIENT if due by the patient). RevFlow
Current Insurance Code Insurance code for who is responsible for paying the charge currently (this will be blank if the line is a patient payment).
RevFlow
Primary Insurance ID (Hidden) Patient’s primary insurance ID (this will be blank if the line is a patient payment). Unhide this field using the Columns option under the Gear icon.
RevFlow
Primary Insurance (Hidden) Patient’s primary insurance for the case (this will be blank if the line is a patient payment). Unhide this field using the Columns option under the Gear icon. RevFlow
Secondary Insurance ID (Hidden) Patient’s secondary insurance ID (this will be blank if the line is a patient payment). Unhide this field using the Columns option under the Gear icon. RevFlow
Secondary Insurance (Hidden) Patient’s secondary insurance company listed in their case (this will be blank if the line is a patient payment). Unhide this field using the Columns option under the Gear icon.  RevFlow
Primary Diagnosis Code Patient’s primary diagnosis code (this will be blank if the line is a patient payment). RevFlow
CPT Code CPT Code for the treatment patient received (this will be blank if the line is a patient payment).
EMR
CPT Modifier 1 (Hidden) Modifier added to the CPT code, i.e. GP (this will be blank if the line is a patient payment). Unhide this field using the Columns option under the Gear icon.
EMR
CPT Modifier 2 (Hidden)  Additional modifier added to the CPT code. (this will be blank if the line is a patient payment). Unhide this field using the Columns option under the Gear icon.
EMR