The AmkaiOffice Reports module offers many reports that provide the information you need to make decisions relevant to your facility's day- to-day and month-to-month operations. The following is a suggested list of daily and monthly reports to run to assist you in gathering this information.
Click here for more information about system reports. Click here for basic instructions for running reports in the Reports module.
Suggested Practices for Daily Reconciliation
Reconciling data entry on a daily basis helps ensure the accuracy of your data and makes closing at month end much easier. The following steps are recommended as a guideline for reconciling the daily data entry:
If you are using the Scheduling module in AmkaiOffice, run the Appointment Billing Analysis Report for the day to ensure that all cases/visits for the day have been billed.
Run the Ledger Batch Report selecting your work batch or batches for the day's charges and payments to verify accurate data entry. Allocations of payments are reported as a note in the Ledger Batch Report but are not included in the Payment totals.
Run the Bank Deposit Slip Report to verify payments received against balances to the Ledger Batch Report totals for Payment / Unassigned Payment. Errors should be corrected prior to closing the batch. Allocated payments will NOT be included in the payment numbers reported and the payment total should match the deposit slip if there were no posting errors.
If you maintain a manual log for payments received it should be reconciled daily to the Ledger Batch Report and Bank Deposit Slip Report generated from AmkaiOffice.
Suggested Practices for Monthly Reconciliation
If you have followed Amkai's suggested guidelines regarding daily reconciliation procedures, your monthly reconciliation process will be simple and straightforward.
When fine-tuning your monthly reconciliation process, run all reports to determine which ones will provide the information needed by your administrators for your facility's needs. However, the following steps are recommended as a guideline for Month End closing.
Scheduling
Verify all cases/appointments have been billed.
If you are using the Scheduling module to book your cases, run the Appointment Billing Analysis Report for the transaction range that would cover the first day of the period through the last day of the period you are closing. Select to list only accounts that have not been billed. Any accounts not billed should be investigated to determine if charges need to be posted or if posting errors were made at the time of billing and the incorrect case or transaction date was used.
Run Infection Control Letters and Survey (ASC Only)
Run the Infection Control Letters and Survey to send to the physicians who have performed services in your facility for the period being closed.
Review Cancelled Appointments
You may also wish run the Cancelation Report to determine if any providers or patients should be contacted to reschedule appointments that had been canceled during the month.
Surgical Cases - ASC Only
Verify Case Status
Financial Management
Once you have confirmed that all cases that should be billed have been billed, you can run the following reports to ensure that the system is in balance and obtain an ending Accounts Receivable balance for the month. Please remember that this is a recommendation only. Each site will have unique requirements that may require you to run additional reports. It should also be noted that just because the system is in balance does not mean data entry errors have not been made.
Aging by Account - Net balance due on all accounts (unassigned payments have been included in the total due amount)
This report will provide an account aging for all outstanding balances due as of the time it is run. It is suggested that you run the report after all batches for the period have been closed and before a new Billing Period is open if you wish to get an aging as of the end of the closing period.
Each account with a balance due will appear in the list with an amount due from Patient and/or Insurance.
The report will age based on the transaction date for the charge and place the due amount into the aging bucket based on the run date for the report.
The report will provide a grand total for outstanding A/R as well as total due from Patient and Insurance. Total outstanding Unassigned Payments are also included in the report along with percentage of total for each aging bucket.
Aging by Carrier - Gross charges due from carriers only (unassigned payments have been NOT included in this total due amount)
This report will provide an account aging for all outstanding balances due from insurance carriers only. You may run the aging based on Service Date or Posting Date and include subscriber information if needed. When doing collection follow up this option may prove helpful. For month end reconciliation purposes it is recommended that you run it by service date and without subscriber information. It is suggested that you run the report after all batches for the period have been closed and before a new Billing Period is open if you wish to get an aging as of the end of the closing period.
The report will list all outstanding balances due by claim office. Individual patient account balances will be displayed in the aging bucket based on the date option selected.
Total number of claim offices included in the report, total due and totals by aging as well as percentage of total will be displayed on this report.
Aging of Charges due from Patents - Gross due from primary or secondary guarantors only (unassigned payments have NOT been included in this total due amount)
This report will provide an account aging for all outstanding balances due from Primary or Secondary Guarantors only. You may run the aging based on Service Date or Posting Date. For month end reconciliation purposes it is recommended that you run it by service date. It is suggested that you run the report after all batches for the period have been closed and before a new Billing Period is open if you wish to get an aging as of the end of the closing period.
The report will list all outstanding balances due account. Individual patient account balances will be displayed in the aging bucket based on the date option selected.
Total number of accounts, total due and totals by aging as well as percentage of total will be displayed on this report.
NOTE: The total due from the Aging by Carrier Report + total due from the Aging of Charges due from Patients Unassigned Payments from the Aging by Account Report will equal the total found on the Aging by Account Report.
Aging by Provider - Gross charges sorted by Provider (Unassigned payments are NOT included in this total)
This report will provide an account aging for all outstanding balances due sorted by Rendering Provider. You may run the aging based on Service Date or Posting Date. For month end reconciliation purposes it is recommended that you run it by service date. It is suggested that you run the report after all batches for the period have been closed and before a new Billing Period is open if you wish to get an aging as of the end of the closing period.
The report will list all outstanding balances due account. Individual patient account balances will be displayed in the aging bucket based on the date option selected.
Total number of accounts, total due and totals by aging as well as percentage of total will be displayed on this report.
NOTE: The Aging by Provider Unassigned Payments found on the Aging by Account report will equal the total found on the Aging by Account Report.
Ledger Journal Summary Report - Summary of ledger entries within the selected transaction dates sorted by Journal Code
This report can be used for to make General Ledger entries into your GL Accounting software. When run in Detailed format it will provide account by account information on all adjustments made during the selected period.
The report should be run with all Journal Code Types included for month end reporting.
Unbilled Insurance Report - This report will list all charges on file that currently show as being due from an Insurance Carrier but do not have a Billed Date.
Run the report for a user defined Ledger From date that will include the first day of the period you are closing to the last day of the period you are closing and select a sort option for grouping.
Any accounts that have claims to be filed will appear on the report. It is recommended that you go to the individual Patient Account Ledger to determine why the accounts may not have been billed.
Charges with Credit Balances - This report will provide a list of accounts that currently have a negative due amount on a charge.
Use the report to determine if a refund may be due to the patient or carrier. Adjustments may be made prior to statements being processed to avoid unnecessary phone calls to the billing department.
Unassigned Payments - This report will show accounts that have Unassigned Payments posted to them during the month and will indicate if any have not yet been allocated.
Run the report for a user defined start date that will include the first date of the period being closed through the last day of the closing period. Accounts with Unassigned Payments that have not yet been allocated will be shown with a balance in the Unassigned column.
Go to the individual Patient Account Ledger to determine if the Unassigned Payment should have been allocated, refunded or is related to services not yet provided.
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