Reports

Insights / Reports How to Download the Payor Report

The Payor report contains all of the information found in the “Payor” section of clients’ profiles.

To download the Payor report:

  1. Navigate to the Insights (Reporting) module and select Report Home
  2. Click Client Management and then Payor Export
  3. Click the  Download icon
  4. Click Download in the “Export” pop up to download the report to your computer, or Go To Files to be directed to the  Files module. The file will also be located in the  Files module.

Billing / Insights / Reports Viewing and Downloading the RCM Report

With the RCM report, users can view revenue, payments, receivables, overpayments, resolutions, and payor trends. Click here to learn more about the RCM report.

To view the RCM report:

  1. Navigate to the Billing module and select RCM Report (Formerly Sales)
    • Or, navigate to the Insights module and select Report Home
      • Click RCM on the left-hand side
  2. Filter the report by:
    • Selecting the payor or client bubbles on the top of the report
    • Selecting a desired date range by clicking on the calendar drop-down
  3. Add the appropriate search filters in the Add filters… search bar. Hovering over the search icon will display a list of available filters. 
  4. Click on a red or blue bubble in each chart to view a summary of the over payments and receivables insurance information with the number of clients that have that plan, or clients’ information found in their Profiles.

5. If the report is filtered by payor, clicking the “+” next to the payor’s name in the “Name” column of the grid will open another line level of clients’ IDs that have that insurance. Clicking the “+” next to a client’s ID will open another line level of the date of service.

  • If the report is filtered by client, clicking the “+” next to the client’s ID in the “Name” column of the grid will open another line level of the clients’ insurance. Clicking the “+” next to the client’s insurance will open another line level of the date of service.

6. Click the “Insurance” and “Patient” columns in the grid to sort by:

  • ↑: ascending order.
  • ↓: descending order.

7. The report can also be exported and downloaded to your computer.

To download the report:

  1. Click the cloud icon on the top right-hand side and select CSV or Text file
  2. In the “Export” pop-up, select Go To Files to be directed to the Files module
  3. Click on the file and select Download File
  4. Click on the link to download the file to your computer

Billing / Insights / Reports Viewing and Downloading the Receivables Report

With the Receivables report, users can view overpayments and receivables by payor and client. Click here to learn more about the Receivables report.

To view the Receivables report:

  1. Navigate to the Billing module and select Receivables Report
    • Or, navigate to the Insights module and select Report Home
      • Click Receivables on the left-hand side 
  2. Filter the report by:
    • Date of service or first billed
      • Please note, currently, only “date of service” links to the Billing module.  
    • Net, outstanding, or overpayments
      • On the left-hand side, “AR Outstanding,” “Over Payments,” and “AR > 90 Days” changes based on the selected filter.
    • Sorting by payor or client
  3. Add the appropriate search filters in the Add Filters… search bar. Hovering over the search icon will display a list of available filters.
  4. The circular, triangular, and diamond shapes represent primary, secondary, and tertiary insurance
    • Select a shape to view a summary of the insurance information with the number of clients that have that plan, or clients’ information found in their Profiles.

 

5. In the “Aging Breakdown,” clicking each “color” will open up a summary of information in each aging bucket.

6. If the report is filtered by payor, clicking the “+” next to the payor’s name in the “Name” column of the grid will open another line level of clients’ IDs. Clicking the “+” next to a client’s ID will open another line level of the date of service.

  • If the report is filtered by client, clicking the “+” next to the client’s ID in the “Name” column of the grid will open another line level of the clients’ insurance. Clicking the “+” next to the client’s insurance will open another line level of the date of service.

  • There is a “Totals” row when clicking the “+” next to each date of service, as well as a total amount for all clients with that payor.

7. Click “Insurance” and “Patient” in the grid to sort by:

  • ↑: ascending order.
  • ↓: descending order.

8. The report can also be exported and downloaded to your computer.

To download the Receivables report:

  1. Click the cloud  icon on the upper right-hand side and select CSV or Text file
  2. In the “Export” pop-up, select Go To Files to be directed to the Files module
  3. Click on the file and select Download File
  4. Click on the link to download the file to your computer

Insights / Reports How to Download the Accrual Details and Accrual Payment Details Reports

To download the Accrual Details and Accrual Payment Details reports:

  1. Navigate to the Billing module and select Accrued Reporting
  2. Click Accrual Summary and then select the cloud icon on the right-hand side
  3. Choose Accrual Details or Accrual Payment Details in the drop-down
  4. Select a Time Period in the drop-down
  5. Click Run Report

6. Click Go To Files in the Export pop-up

  • Once the report is ready to download, there will be a notification on your Dashboard to download the report(s) from the Files module

Click here to learn more about accrued reporting.

Insights / Reports Accessing Dashboards and Reports in the Insights Module

To access dashboards and reports:

  1. Navigate to the Insights (Reporting) module and select Report Home
  2. To access dashboards, select a dashboard on the right-hand side to view and/or download
  3. To access reports, select one of the report categories to expand a list of reports in that category. Within each category, click the report to view and/or download.
    • Or, search for a report in the “Browse” field on the left-hand side.

The six report categories are:

  • Revenue Cycle Management: billing, invoices, payments, and overtime.
  • Staff Management: payroll, productivity, availability, and human resources.
  • Client Management: authorizations, new and prospective clients, payors, and attendance.
  • Practice Auditing: settings, outlier detection.
  • Clinical Analysis: goals and data points.
  • Custom Reports: dashboard reports and any other custom reports.

 

Insights / Reports Accrued Reporting

CentralReach’s Accrued Reporting gives customers a way to close each period based on a specific cutoff date. The cutoff date must be a calendar date and can be the 1st – 15th. The cutoff 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 date, however, the adjustments are always based on a calendar month. Accrued reporting 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

For information on cash payments vs. non-cash payments:

  1. Navigate to the  Billing module and select Payments
  2. Click the  icon 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 section defaults to showing only cash payments (e.g. cash, check, credit card, and electronic). Once you search your time period, you can then get the totals of those cash payments.

For the total of non-cash payments:

  1. Click on the Payment Types drop-down and uncheck the cash payment types and check the non-cash payment types
  2. 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 view this on a month over month basis by funding source (e.g. 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

Click here to learn how to download the Accrual Details and Accrual Payment Details reports.

Insights / Reports Viewing 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.

To utilize the Supervision report:

  1. Navigate to the Insights (Reporting) module and select Report Home
  2. Click Revenue Cycle Management and then Supervision
  3. Select or enter the desired date range under “Set Range”
  4. Under “Compare Service Code Labels,” enter two labels to compare. Label2 will be compared to and divided by Label1.

    • Supervision hours are determined based on service codes that have a “Supervision” label divided by service codes that have a “Direct” label. The comparison between service codes labeled with “Supervision” and service codes labeled with “Direct” is made by dividing the total amount of hours worked and scheduled by all of the service codes labeled with “Supervision” and dividing the total amount of hours worked and scheduled by all of the service codes labeled with “Direct.”
    • 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 as a percentage under the “Percentage” column.
  5. To download the report, set all necessary information and filters to display in the report and click Export .
    • Or, click the Detailed Export checkbox before exporting.

The report allows users to view both worked and/or scheduled, to see how supervisors are meeting supervision requirements. 

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

Click here to learn more about the “Supervision” report.

Insights / Reports Viewing the Service Audit Report

The Service Audit 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 timesheet data is complete in full, including signatures, service notes, and uploaded files.

To access the Service Audits report:

  1. Navigate to the  Insights (Reporting) module and select Report Home
  2. Click Client Management on the right-hand side and then Service Audits
  3. Enter the desired date range, client, provider, and/or service code and click the search icon

    • For service codes that require a client or employee signature, the “ClientSig” and “ProviderSig” column headers will display “yes” or “no” if the signature fields are set to “Optional” on the service code settings. Otherwise, they will be blank.
  4. Click the blue column headers to sort information alphabetically or by ascending/descending order
  5. Click Export on the right-hand side to export the data to a .CSV file.

Insights / Reports Viewing the Overlapping Schedule Report

The Overlapping Schedule report displays all appointments with overlapping times scheduled on the calendar. This report helps schedulers identify conflicts for upcoming appointments or review past scheduling conflicts.

To access the Overlapping Schedule report:

  1. Navigate to the Insights (Reporting) module and select Report Home
  2. Click   Staff Management on the right-hand side and then Overlapping Timesheet with Exclusions
  3. Choose the Start Date and End Date and then  Export
  4. Click Go To Files and the report will be in the  Files module
  5. Click  Download File

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

Insights / Reports Auditing Late Timesheets Using the Late Time Sheets Report

The Late Time Sheets report will pull timesheets that were input late based on the date and time of the service. Users can select a date, the number of hours after the timesheet is considered late, and how many weeks to display on the report.

  • For example, if the date selected is on a Wednesday and For the past 3 week(s) is selected, the report will display late timesheets entered for the past three Wednesdays.
  • If the date of service was 08/01/2018 at 12:00PM and the timesheet was entered on 08/01/2018 at 9:00PM, but the company rule states timesheets must be entered within 5 hours of an appointment, the late timesheet can be found by selecting Weekend: 08/01/2018, Late after: 5 hours

To use the Late Time Sheets report:

  1. Navigate to the Insights (Reporting) module and select Report Home
  2. Select Revenue Cycle Management and then Late Time Sheets
  3. Complete the fields below and click the search icon:
    • Weekend: choose a date for the report to begin.
    • Late after: enter the number of hours late after the date chosen in “Weekend”.
    • For the past x week(s): select the number of weeks after the date chosen in “Weekend” the report should end.

The report will pull the following columns:

  • Provider: lists providers in alphabetical order by first name.
  • Creation Date: pulls the creation date of the appointment.
  • Time Worked From: pulls the start time of the appointment.
  • Client ID: pulls the ID of the client associated with the appointment.
  • Date: displays the start date of the report.
  • Total: pulls 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 timesheets pulled.

Insights / Reports Viewing 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 users to search a list of all employees within an established timeframe.

To access the Staff Utilization report:

  1. Navigate to the Insights (Reporting) module and select Report Home
  2. Click Staff Management and then Utilization
  3. Select a date range, enter a filter label, and click the search icon

Insights / Reports Viewing the Productivity Report

There are two Productivity reports, one for hourly staff and another for salaried staff. 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 the organization. In addition, it calculates employee pay, sales, and profit margins based on timesheets submitted by the employee.

Productivity Report – Hourly

To access and/or download the Productivity report:

  1. Navigate to the Insights (Reporting) module and select Report Home
  2. Click Staff Management and then Productivity for hourly
    • For salary, select Productivity (Salary)
  3. Select a date range and add filters
    • Please note, this report will only pull for a date range of one month.
  4. To export the information to a spreadsheet, click Export. A pop-up box will appear with a Download link to save the file locally or view the file in the Files module.

Column Explanation:

  • Manager: Pulls from principles in the Contacts Manager for the provider, as set up by the organization.
  • Non-Billable and Billable: Pulls from the labels attached to the service code under Billing settings.
  • Drive Hours: Pulls from timesheet entries in specified date search range.
  • Pay: Pulls from Provider Rates on timesheets.
    • Please note, this data does not pull from Payroll (see the 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.
  • Users must search the report according to the 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 timesheets to account for staff paid an hourly rate in addition to their salary.

Sample Report for Download:

Productivity

Insights / Reports Payroll – Export to Payroll Service

To access and/or download the Payroll report:

  1. Navigate to the  Insights (Reporting) module and select Report Home
  2. Click Staff Management and then Payroll
  3. Next to each date range, click View details to view the details of the payroll report for that given date range.
    • Or, click View grouped to filter the payroll report within the date range by employee name, label, or pay type, if applicable.

      • Click + to expand the data for more information.
  4. Click Export button to download the file. A pop-up box will appear with a Download link to save the file locally or view the file in the Files module.

Insights / Reports 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 contains a sample sales ledger spreadsheet: Sales Ledger Export.

To access your Sales Ledger report:

  1. Navigate to the  Insights (Reporting) module and select Report Home
  2. Click Revenue Cycle Management and then Sales Ledger w/ Status
  3. Enter a Start Date and End Date and then click Export
  4. A pop-up box will appear with a Download link to save the file locally or view the file in the Files module.

Insights / Reports / Scheduling Supervision Report

The Supervision report in the Insights (Reporting) module helps users audit the number of appointment hours employees have had with supervision over a period of time. The report allows users to identify the total number of hours an employee has worked and are scheduled for, and how many of those hours they were supervised, along with a percentage rate. 

To utilize this feature, all appointments booked for employees requiring supervision must be labeled with a “supervision” and a non-supervision label, in order to track and calculate supervision rates accordingly.

To run the Supervision report:

  1. Navigate to the  Insights (Reporting) module and select Report Home
  2. Click Revenue Cycle Management and then Supervision
  3. Select a date range in the calendar drop-down
  4. Select comparison labels in the drop-downs next to Compare and Vs., respectively, and then click Apply
    • The “Default” labels will compare the “Supervision hours” label to the “Direct hours” label.

  5. The search results will display:
    • Total hours worked and scheduled for each employee for the non-supervised appointment type.
    • The number of hours worked and scheduled for the employee for the supervised appointment type.
    • The percentage of supervised appointment hours worked and scheduled.
  6. Click the + icon on the left-hand side of the employee’s name to view all of the clients’ names the employee has worked with and is scheduled with.

Click here to learn more about the “Supervision Report.”