Reports

Insights / Reports Accessing your Reports in the Insights Module

To access your reports:

  1. Navigate to the Insights module and select Reports Home
  2. Your reports will be located on the right hand-side under the Reports section
    • Click any of the options listed, to expand and view your reports
    • Click the report you wish to view and/or download

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 (i.e. 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 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

Insights / Reports Auditing 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 timesheet 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 week(s) it will show you the late timesheets entered for the past 3 Wednesdays.

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

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 timesheets pulled.

Insights / Reports Payroll – Export to Payroll Service

To access your Payroll report for export:

  1. Navigate to the  Insights module and select Reports Home

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 will be 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 within your resource manager

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 will provide you a sample sales ledger spreadsheet: Sales Ledger Export.

To access your Sales Ledger report:

  1. Navigate to the  Insights module and select Reports Home

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

 

Insights / Reports Viewing the Overlapping Schedule Report

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:

  1. Navigate to the Insights module and select Reports Home
  2. Click Providers on the right hand-side and select 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
  6. 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 Viewing 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 the Productivity report:

  1. Navigate to the Insights module and select Reports Home
  2. Click Providers on the right hand-side and select Productivity
    • For salary, select Productivity (Salary)
  3. 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, 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.  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 timesheets to account for those situations when the staff is paid an hourly rate in addition to their salary

Sample Report for Download:

Productivity

Insights / Reports Viewing 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 timesheet data is complete in full, including signatures, service notes, and uploaded files.

To access the Service Audits report:

  1. Navigate to the  Insights module and select Reports Home
  2. Click Client on the right hand-side and then Service Audits

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 the Export icon at the top right

2017-04-03 14_53_38-reporting - CentralReach

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.

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:

  1. Navigate to the Insights module

2. Scroll down to Billing on the right hand-side and click Supervision

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

SR3

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, 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

7. 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.

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:

  • 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.

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 you to search a list of all employees within an established timeframe.

To access the Staff Utilization report:

  1. Navigate to the Insights module and select Reports Home
  2. Click Providers on the right hand-side and select Utilization 

3. Specify any search criterion in the search box

Insights / Reports / Scheduling Supervision Report

The Supervision Report available in the Insights module helps you easily audit the number of appointment hours employees have had with supervision over a period of time. The report allows you to quickly identify the total number of hours an employee has worked and has 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:

  1. Navigate to the  Insights module and select Reports Home
  2. Go to the Billing section on the right-hand side and click Supervision
  3. Enter the start and end dates you wish to audit
  4. Enter the name of the non-supervision label in the Label1 field
  5. Enter the name of the supervision label in the Label2 field
  6. Click the search  button
  7. Your 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
  8. Click the + icon on the left hand-side of the employee name to view all the clients’ names the employee has worked with and is scheduled with