Reporting

The Reporting Module is represented by the columns bar graph icon, and includes all the reports within the system, that can generate a collection of data and information, for audit and record keeping.

Reporting Accrued Reporting

CentralReach’s accrued reporting module gives customers a way to close each period based on a specific cut off date.  The cutoff date must be a calendar date and can be the 1st – 15th.  The cut off cannot be based on business days (i.e. the 5th business day following the end of a month).  Sales and payments will be based on this cut off date, however, the adjustments are always based on a calendar month.  The module includes a summary view, month over month view and a detailed receivables breakdown view.

Summary View:

The summary view allows users to see each period as a row with the following information:

  • Sales: All revenue for the given period
  • Adjustments: All revenue changes happening within the current period for past period dates of services.
  • Payments: All cash payments applied to the system including cash, check, electronic or credit card.  It also includes payment types of bad debt, sales adjustments and refund.

To get the information on cash payments vs. non-cash payments this information can be found by:

  1. Navigate to Billing , then select Payments.
  2. Click the Applied  dropdown and select Created.

The Created filter will tell you when a payment was specifically entered into our system, which is what correlates to payments with the accrued module.  The payments module will default to showing only cash payments (i.e. cash, check, credit card and electronic).  Once you search your period you can then get the totals of those cash payments.

To get the total of non-cash payments go to payment types and uncheck the cash payment types and check the non-cash payment types.  The total of the cash plus the non-cash payments should match what is on the accrual module.

Receivables – Prior period’s ending receivables + Sales + Adjustments – Payments

The summary view  also gives the aging by funding source vs. Co Pay for 0 – 30, 31 – 60, 61 – 90, 90 – 120, 121 – 150, 151 – 180 and 180+.  Below is a sample view of the summary screen:

Month Over Month View:

Users can also view this on a month over month basis  by funding source (i.e. payor). This can also be viewed by date range to look at a specific range month over month.

Receivables Breakdown:

This view  allows users to select a specific period and see a detailed breakdown of their receivables.  It gives the same ranges as the summary of 0 – 30, 31 – 60, 61 – 90, 90 – 120, 121 – 150, 151 – 180 and 180+.  This view allows users to view the receivables broken down three ways:

  • Insurance Company > Insurance Plan > Client.
  • Client > Insurance Company > Insurance Plan.
  • Client Location > Insurance Company > Insurance Plan.

Reporting Auditing duplicate timesheets in payroll

If you have not set-up your billing codes to only allow for a single timesheet conversion (as opposed to multiple conversions) you can audit to determine duplicate timesheets entries in CentralReach.

First, navigate to the “reports” module, select “report home” and then click the “duplicate timesheet report,” under the ‘providers’ category.

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This report will list all duplicated timesheets in the date range you select, so that you can go and remove those timesheets before running payroll.

To ensure that timesheets are not duplicated by staff converting schedules to timesheets, make sure this option checked off for each billing code you only want converted once:

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To access that option, go to billing>settings>service codes. Then click the service code you want to alter and select “restrictions” from the tab column. You will find the option there. Customize your billing codes to ensure you have no duplicate timesheet entries or limit the codes that can be converted multiple times with this function.

 

 

Reporting How do I audit for late timesheets using the Late Time Sheets report?

The Late Time Sheets report will pull time sheets that were input late, according to the date and time of the service. You can select any date to begin your search, the number of hours after the time sheet is considered late, and how many weeks you would like to display. For example if the date you selected is a Wednesday, and you choose For the past 3 weeks it will show you the late time sheets entered for the past 3 Wednesdays.

If the date of service was 08/01/2013 at 12:00PM, and the time sheet was entered on 08/01/2013 at 9:00PM, but your company rule is that time sheets need to be entered within 5 hours of an appointment. You can find this late time sheet by selecting the date: 08/01/2013, late after 5 hours.

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The report will pull the following columns:

  • Provider – This column will list providers in alphabetical order by first name.
  • Creation Date – This column will pull the creation date of the appointment.
  • Time Worked From – This column will pull the start time of the appointment.
  • Client ID – This column will pull the ID of the client associated with the appointment.
  • Date – This column will display the start date of the report.
  • Total –  This column will pull the total number of timesheets associated with the appointment.

A subtotal line will add totals for each employee and a Grand Total will pull the total number of late time sheets pulled.

Last updated: 3/28/2017

Reporting How do I use the Supervision Report?

The Supervision Report is used to review ABA supervision hours for specific clients, and allows organizations to determine if their supervisors are providing the minimum supervision based on individual funding and accreditation requirements.

Note: This article will cover both the new and old Supervision Reports. For the new version, scroll down. The old version is detailed at the top.

To utilize the Supervision Report, navigate to the Reports module.

In the Reports module, scroll down to Billing section and locate the Supervision report.

Click on the report and you will be able to see the basic layout of the report.

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Select your desired date range. Then under Compare Service Code Labels, select two labels that you want to compare. The comparison will be made by the second label/first label. As such, in the case of the screenshot below, the comparison made was calculated by dividing the total amount of hours worked and scheduled by all of the service codes labeled with “Supervision”  by the total amount of hours worked and scheduled by all of the service codes labeled with “Direct.”

Remember that the hours for supervision are determined based on service codes that have a Supervision label divided by service codes that have a Direct label.  For the report calculations, the supervision hours are specifically determined by looking at  supervision service codes that overlap the direct service code for each client.  The comparison result is then displayed in a percentage under the Percentage column. The report allows you to see both worked and/or scheduled, to look at how your supervisor is meeting the required supervision requirements.

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If you wish to download this report, simply click on Export link at the top of the screen after setting all of the necessary information and filters. Or, for a more detailed export, select the Detailed Export option before exporting it at the top right.

Please note that for the report to capture scheduled vs. worked, timesheets must have been converted from an appointment. They cannot be manually added by bypassing the scheduling module.

The NEW Supervision report is simply titled Supervision, under Billing in the Reporting module. Here is a sample of how the new report looks.

A few of the very helpful updates with the new Supervision report are:

  • The ability to search and use the tool with individual clients, providers, or by contact label. You can also search by specific Insurance.
  • Added columns that pull in converted and pending data.
  • The number next to a provider’s name shows how many payors apply to that provider based on your filters (if a provider has Supervision hours for three payors, all three will show details once the plus (+) sign is selected).
  • Users can utilize saved filters to easily track and prioritize your report.
  • This report will also capture data for timesheets that were saved by converting scheduled appointments and those that bypass the schedule as well.

Request this report via your Customer Success Lead or contact us at careteam@centralreach.com.

 

Last Updated: 7/12/2017

Reporting How do I view the overlapping schedule report?

This  report will pull all appointments that have overlapping time scheduled on the calendar.  This report can facilitate schedulers in identifying conflicts for upcoming appointments or review past scheduling conflicts. To access the report, click on the link in the Providers column of the Reports module. The report will display information in the following format:

  • Column A: Appointment Type
  • Column B: Employee ID number
  • Column C: Employee Name
  • Column D: Client ID number
  • Column E: Client Name
  • Column F: Billing Code
  • Column G: Code Description
  • Column H: Service Date
  • Column I: Scheduled Start time
  • Column J: Scheduled End time
  • Column K: Scheduled Duration
  • Column L: Appointment converted into timesheet?(Yes or No)
  • Column M: Location
  • Column N: Address

Reporting How do I view the productivity report?

CentralReach has two Productivity Reports, one for hourly staff and another for salary.  Due to the sensitivity of data in the reports, requests should be made to Customer Care to have them added to the organization’s account.  The Productivity Report will compare billable, non-billable, and total hours worked for a given time frame for employees within your organization. In addition, it calculates employee pay, sales, and profit margins based on timesheets that were submitted by the employee.

Productivity Report – Hourly

To access this report, select Reports section of the Navigation drop down menu. From the Choose a report page, click Productivity from the Providers column. Enter your search parameters in the search fields and click the Search icon.  Please note, this report will only pull for a date range of one month.  To export the information to a spreadsheet, click Export. A pop up box will appear with a Download link for you to save the file to your computer.

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Column Explanation:

  • Manager – Pulls from Principles in the Contacts Manager for the provider as set up by the organization.  For more information about how to set up principles visit: How do I add principals to contacts?
  • Non-Billable and Billable – Pulls from the Labels attached to the Service Code on your Billing Settings Page. For more information about how to set up Non-Billable and Billable labels visit: How do I create and add labels to billing and service codes?
  • Drive Hours – Pulls from time sheet entries in specified date search range.
  • Pay – Pulls from Provider Rates on Time sheets. *This data does NOT pull from Payroll (See Salaried Productivity Report for this information)
  • Sales – Pulls from Client charges in Billing.
  • Billable Percent – Percentage of Billable hours versus total hours worked.
  • Profit – Sales minus pay.
  • Profit Percentage – Percentage of net profit / sales.

Productivity Report – Salaried Staff

The productivity report for salaried staff is an exportable report.  Most fields calculate the same as hourly with the following notes:

  • Staff must input non billable time entries in order for the billable % to calculate correctly.  The system does not assume they work 40 hours.
  • You must search the report according to your last payroll run to ensure it calculates correctly.  The Total Pay is the staff annual salary broken down on a daily (8 hour) basis.
  • Provider Hourly Pay is pulled directly from time sheets to account for those situations when the staff is paid an hourly rate in addition to their salary.

Sample Report for Download:

Productivity

 

Reporting How do I view the sales ledger report?

The Sales Ledger report lists all transactions in a given date range by client, including payor information, gross sales, last payment amount, and service code.  The following link will provide you a sample sales ledger spreadsheet: Sales Ledger Export.  To access your Sales Ledger Report, find and click your Reports Module and select Report Home.

 

From the “All Reports” page you will click on the link that says Sales Ledger Export.

 

The Sales Ledger Report  is for export only.  Select a date range and then click on the “Start export” button.

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You will be notified that your export has started and a notification will be sent to the dashboard once the export is ready for download with in your files module.

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From the dashboard or files you can find the link that will redirect you to the resource for download.

 

The Sales Ledger Report is a detailed excel file that incorporates all of your timesheet information.

 

Reporting How do I view the service audit report?

The Service Audits report allows organizations to grant permission to staff to review timesheet information without giving them access to billing information.  Managers can search by client, provider, and/or date range to ensure time sheet data is complete in full, including signatures, service notes, and uploaded files.

To access the Service Audits report, simply navigate to the Reports module and select Service Audits under Client.

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Enter your desired filters: date range, client, provider, and/or service code and click the magnifying glass icon to start your search.

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For service codes that require a client or employee signature, the ClientSig and Provider Sig column headers will show yes or no if the signature fields are set to Optional on the service code settings. Otherwise, they will show blank.

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Information can be sorted alphabetically or by ascending/descending by clicking on the blue column headers.

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The data on the screen can also be exported to .CSV format by clicking on the Export icon at the top right.

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Last Updated: 4/3/2017

Reporting How do I view the unscheduled timesheet report?

The purpose of the Unscheduled timesheet report is to pull any timesheets that were created directly from the Billing module within providers accounts, rather than the provider converting the scheduled appointment into a timesheet. The report can be accessed under the Providers column within the Reports module. This report can assist administrators in identifying timesheets that did not come from a scheduled appointment. After clicking on the Unscheduled timesheet link, select the date range for which you wish the report to run. Then click export. The report will pull in the following format:

  • Column A: Timesheet ID number (Use this number to locate the timesheet within the billing module)
  • Column B: Employee ID Number
  • Column C: Employee Name
  • Column D: Client ID
  • Column E: Client Name
  • Column F: Billing Code
  • Column G: Code Description
  • Column H: Service Date
  • Column I: Start Time
  • Column J: End Time
  • Column K: Duration
  • Column L: Location
  • Column M: Address

Note: this report is handy for finding time that was entered by bypassing the schedule. Since the schedule should drive the payroll and billing we want to make sure that time appears on the schedule before it makes it to the billing module. This feature cannot be removed. It is the obligation of every company to pay all staff for time worked and that is part of the purpose of this feature, all we can do is report on it. Please refer to your organization policies and procedures for how to rectify any items on this report.

Additionally, we recommend running this report prior to making any changes during a back end audit process. The reason is, if you have to split codes, i.e. 0364T/0365T into any component pieces after the fact, they will all show up as unscheduled time sheets.

Reporting How do I view the utilization report?

The staff utilization report shows the difference between the hours a staff member is available and the hours the staff member is scheduled. This report allows you to search a list of all employees within an established timeframe. To access this report select “utilization” from the “providers” column in reports.

Specify any search criterion in the search box.

Reporting Payroll – Export to payroll service

To access your Payroll report for export find and click on Reports from the Navigation drop down menu.

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From the “All Reports” page you will click on the link that says Payroll.

 

 

On the next page you are given the option to view the details of a payroll report for a given date range or view within a group.  By clicking on the “View grouped” button you are given options on retrieving the payroll report.

From this page you are given the option to export as well as filter for varying pay types when applicable.  You can always click on the “+” sign to expand the data for more information.  By clicking on the “Export” button you will be given the option to download the file.

 

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The box that drops down gives you the option to download the exported report, and notifies you that the file has been saved within your resource manager.

 

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