Practice Management Advanced Reporting. Presented By: Molly Endress

Practice Management Advanced Reporting Presented By: Molly Endress

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Session Agenda Recent Additions to Report Functionality Capitalizing on Subgroups Getting Other Critical Information for Decision Support Using Excel Tools

Recent Reporting Additions

Report Preferences Limit size of reports Apply report type security to reports menu only Prompt when report limited by preferred locations

Report Security by Location Set Up by User in System Administrator

Snapshots Unlike memorized reports that save filters, Snapshots save DATA.

Snapshots Naow the results using filters Name given to the Snapshot by the user Name of the report from which the Snapshot was taken

Snapshots Ctrl + Click to select multiple items Right click to select all or delete selected snapshots

Insurance Aging Analysis Original COB Logic (legacy) COB assigned based on first bucket with a balance not equal to zero

Insurance Aging Analysis - Responsible Balances COB assigned based a non-zero balance in ANY bucket If a charge has balances in both the insurance and patient buckets, this report separates them into separate lines

Insurance Aging Analysis - Responsible Balances Charge Amount and Line Item Amount values will not be accurate so they cannot be summed on the Totals filter.

Separating Bad Debt Adding the Section column and making it the Primary grouping option separates Bad Debt A/R and Regular A/R

Search Functionality Highlights all the text and provides additional options for finding text UD2

Bad Debt Preference UD2 Preference allows encounters to remain in Bad Debt status when they are paid in full.

Info Button UD3 Provides information on report logic, filtering, common uses, and balancing.

Info Button UD3

Info Button UD3 Available on the following reports in UD3 with more added in upcoming versions General: Patient Chart Demographics Accounts Receivable: Billed Encounters Unbilled Encounters Receivable Analysis reports (by Age, by Month, by Type) Collections > Account Summary Collections > Insurance Aging Analysis Scheduling: Appointment Listing Monthly: Service Item Summary Extended Amount and Transactions Transactions > by Encounter Transactions > by Line Item

Unapplied Credit Handling on Aging Reports Prior to 5.8 UD3 UD3

Unapplied Credits on Aging Reports As of 5.8 UD3 UD3

Percentage of Collections UD3 Percentage of collections added to the Receivable Analysis Reports Total Pmt: Total Adj: Total Ref: Total payments Total adjustments Total refunds % Pmts/Chgs: Gross payment percentage (payments divided by charges) % Adjs/Chgs: Gross adjustment percentage (adjustments divided by charges) % Refs/Pmts: Gross refund percentage (refunds divided by payments) Net Collections: Net collections (net payments divided by net charges)

Percentage of Collections UD3 Percentage of collections added to the Receivable Analysis Reports

More Reports with Month, Year, Month/Year Month, Year, and Month/Year combination added to Monthly > Transaction reports UD3

Exclude Voided Charges An option to include, exclude, or report on voided charges only has been added to the Service Item Summary reports UD3

Contractual Analysis Report UD3 New option to include payers without contracts Since Contract Allowed Amount, Contract Pay Amount, and Contract Adjustment Amount pull from the contract attached to the payer, when no contract is linked the Contract Allowed Amount (Cont Alwd Amt) will default to the charge amount. Contract Pay Amount (Cont Pay Amt) and Contract Adjustment Amount (Cont Adj Amt) will default to zero.

Capitalizing on Sub-Groups

Capitalizing on Sub-Groups Departments and Modalities

Capitalizing on Sub-Groups Location Sub-Group Options Clinic Hospital Nursing Home Ambulatory Surgery Centers and/or Alabama Tennessee Georgia and/or Primary Care Specialty Dental

Capitalizing on Sub-Groups Provider Sub-Group Options Primary Care Surgeons Mid-Levels Behavioral Health Ophthalmologists Optometrists and/or Partners Associates Employees and/or Part-Time Full-Time

Capitalizing on Sub-Groups Payer Sub-Group Options Contracted Government Non-Contracted Non-Government HMO PPO FFS

Capitalizing on Sub-Groups Reason Code Options Registration Errors Eligibility Coding Errors Charge Entry Errors Contractual Documentation Needed Patient Responsibility

Capitalizing on Sub-Groups Task Options Appointment Business Office/Claims Insurance Denials Patient Collections Front Desk Miscellaneous Patient Balances Transaction Approvals and/or Front Desk Registration Business Office

Effective Uses for Sub-Groups Accounts Receivable - A/R by Primary Care vs. Specialists - A/R by Clinic vs. Hospital Charges Financial Reports - Provider productivity by Part-Time vs. Full-time; or Physicians vs. Mid-levels - Average charges per Encounter by Location Type (Clinic vs. Hospital)

Effective Uses for Sub-Groups Denial Tracking - Authorizations by Location Type (Clinic vs. Hospital) Provider Evaluation and Comparison - Average Charges Per Encounter by Location Sub-Group - Average Charges Per Encounter by Provider Sub-Group

Getting Critical Information for Decision Support

Calculating Averages - Totals tab can be used to perform average calculations. - Averages are only calculated for subtotals. - Average calculations will include all services returned in the report. - In some reports, you can obtain averages for only services that have been paid using a Filter 2 option (payment amount less than zero); otherwise the $0 payments will be calculated into the average. - Rename the column to clarify value(s) reported.

Service Item Summary - Using Averages Average Charges, Payments and Adjustments Per CPT Code Number of line items returned for that item - controlled by the Count option on the Totals tab Number of units as entered in charge entry *This example includes services with no payments and therefore includes the zeros when performing the average calculations

Service Item Summary - Using Averages This example uses the Department filter to limit the results to E&M codes by Financial Class.

Evaluating Charges with Modifiers Evaluating charges with modifiers may require separate reports be run for the types of services you are evaluating - Surgery Services: Use Filter 2 setting of Mod 1 = Blank - Assistant Surgery or Secondary Surgery Services: Use Filter 2 setting of specific modifiers (e.g. Mod 1 = AS, -80, etc.) - Radiology Services: Varies depending on practice, but may need to evaluate -50, - TC, and/or -26 separately - Office Visits: Filter 2 can be used to isolate office visits with -25 modifiers to see if they differ in reimbursement; or you can group by modifier in that Department to look for variances

Total Patients by Provider - Add the Rendering to evaluate Patient totals for each provider - Use Totals Only to compare providers

Total Patients by Payer - Change Rendering to Payer/Financial Class evaluate Patient totals for each Payer/Financial Class

Patient Insurance Report - Looks at insurances actually used on Encounters, including COB

Identifying Highest Volume Codes - By charge amount - By units performed (count) - By paid amount - Break by provider - Break by location - Use departments and modalities for better comparisons

Multi-Period Reporting Columns for Month, Year, and Month/Year Fundamental Logic Differences: Monthly Changes in A/R All activity processed in the specified time period By Encounter Transactions track back to PRIMARY payer By Line Item Transactions track back to ACTUAL payer

Multi-Period Reporting Fundamental Logic Differences: Service Item Summary All financial activity tracked back to original charge and primary payer ( Net Collections ) Receivable Analysis by Month Financial activity attributed to that specific charges, with transactions tracked to actual payer

Monthly Changes in A/R Beginning A/R is determined by period used Ending A/R represents the total change in A/R for each month\ Changing the Sorting options allow you to compare months over multiple years Use Filter 2 to limit years that return on the report Use Averages for evaluations

Service Item Summary Balance amount here represents the total amount of A/R left outstanding for each month, WITHOUT unapplied credits Financial Class logic ties everything back to the primary payer

Receivable Analysis by Month Compare each Provider for each Month Compare Providers by Month

Average Financial Activity per Event

Maximizing the Contractual Analysis Report

Excel Pivot Tables

Formatting for Exporting to Excel Ensure all necessary columns are included Sorting doesn t matter, but No Grouping Once Exported delete empty columns, header rows and total row Allows data to be sorted and Filtered Advanced Sort allows multiple levels of sorting

Pivot Tables What s the Value? Pivot tables provide the ability to slice, dice and display data in a million ways with a click of a button! They allow the user to analyze the data in multiple ways without having to wait for the report to re-generate. Once extra rows and columns are removed, select Insert ribbon and create a Pivot Table in a new worksheet

Adding Graphs Use the Insert ribbon to add a graph

Thank You