To access your reports:
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:
For information on cash payments vs. non-cash payments:
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:
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:
Click here to learn how to download the Accrual Details and Accrual Payment Details reports.
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 timesheet is considered late, and how many weeks you want to display.
To use the Late Time Sheets report:
The report will pull the following columns:
A subtotal line will add totals for each employee and a Grand Total will pull the total number of late timesheets pulled.
To download the Accrual Details and Accrual Payment Details reports:
6. Click Go To Files in the Export pop-up
Click here to learn more about accrued reporting.
To access your Payroll report for export:
2. Click on Payroll and then Payroll
3. 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
4. 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 are given the option to download the file
5. The Download The Exported Report box gives you the option to download the exported report, and notifies you that the file has been saved in your resource manager
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:
2. Click Billing on the right-hand side and then Sales Ledger w/ Status
3. The Sales Ledger report is for export only. Select a date range and then click the Export button
4. An Export pop-up will appear. Right click on Download and choose Save Link As…
5. Or, click Go To Files and the report will be located in the Files module
5. From the dashboard or Files module you can find the link that will redirect you to the resource for download
6. The Sales Ledger report is a detailed excel file that incorporates all of your timesheet information
The Overlapping Schedule report pulls all appointments that have overlapping times scheduled on the calendar. This report can facilitate schedulers in identifying conflicts for upcoming appointments, or review past scheduling conflicts.
To access the Overlapping Schedule 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.
To access the Productivity report:
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, or view the file in the Files module.
Column Explanation:
The productivity report for salaried staff is an exportable report. Most fields calculate the same as hourly with the following notes:
Sample Report for Download:
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 timesheet data is complete in full, including signatures, service notes, and uploaded files.
To access the Service Audits report:
3. Enter your desired filters: date range, client, provider, and/or service code and click the search icon to start your search
4. 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
5. Information can be sorted alphabetically or by ascending/descending by clicking on the blue column headers
6. The data on the screen can also be exported to .CSV format by clicking on Export at the top right
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. This article covers the older Supervision report at the beginning and the newer version at the bottom.
To utilize the Supervision report:
2. Scroll down to Billing on the right-hand side and click Supervision
3. Click on the report and you will see the basic layout of the report
4. Select your desired date range
5. 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”
6. Remember, the hours for supervision are determined based on service codes that have a Supervision label, divided by service codes that have a Direct label
7. If you want to download this report, click on the Export link at the top of the screen after setting all of the necessary information and filters
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.
8. The NEW Supervision report is simply titled Supervision, under Billing in the Insights module. Here is a sample of how the new report looks.
A few of the very helpful updates with the new Supervision report are:
Request this report via your Customer Success Lead or contact us at careteam@centralreach.com.
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 the Staff Utilization report:
3. Specify any search criterion in the search box
The Supervision Report in the Insights module helps you audit the number of appointment hours employees have had with supervision over a period of time. The report allows you to identify the total number of hours an employee has worked and scheduled, and how many of those hours were supervised, along with a percentage rate. To be able to utilize this feature, all appointments booked for employees requiring supervision must be labeled with a supervision and a non-supervision label, in order for CentralReach to track and calculate supervision rates accordingly.
To run the Supervision report:
