Generate Payment Reconciliation Report

The Payment Reconciliation Report is used to make the reconciliation of all payment receipts added to the practice. It can be used to view the receipts added in the selected locations from patient insurance and collection agencies and for the deletion of receipts. 

Competitor Reports

• Day Sheet - Receipts only (Dentrix)
• Collection Reconciliation (Eaglesoft)

Use Cases

• Reconcile your payment receipts to ensure financial accuracy.
• Reconcile payments at monthly/weekly intervals and drill down based on actions done on receipts.

Let's get started!

• Navigate to the System Menu > select Operational Reports under Insights.

• Click the + icon on the left or the Generate Report button on the right for the chosen report.

Explore below to learn more about the desired views, filter criteria, and results.

Report Generation

The report shows the applied payments within the selected date range, all adjustment transactions, reversals, refunds, Adj. offs, and Transfers. All the refunds, receipt deletions, and Adjust-off will be in red color inside brackets to indicate a negative transaction. The report pulls real-time data in a single view. The report is based on the transaction date of the actions performed.

The report is grouped into sections based on the actions and has a total row for each section. The actions are receipt addition, applied payments, adjustments, provider adjustments, refunds, Adj. off, and transfers. The report will give the user a drill-down of transactions associated with the action, the patients, carriers, or collection agencies associated with the action. The report also shows the codes the payments have been applied for, the DOS of the codes, the treatment provider, the treatment location, and so on.

Let's explore the filters:

No	Filters	Description
1	Date Range*	The payment reconciliation report is based on the transaction date. Choose the date range to focus your report on the selected date range. *By default, the date range will be Today.
2	Trans. Location*	Choose this option to focus your report on the transaction location.
3	Trans. User	Choose this option to focus your report on the transactions made by the selected user. *By default, all users are selected.
4	Action	Choose this option to focus your report on specific actions. If no actions are selected by default all actions will be selected.
5	Payment Location	Choose this filter to focus your report on the location where the receipt(s) has been added.
6	Receipt User	Choose this option to focus your report on users that updated the receipt.
7	Payment Type	Choose this option to focus your report on the selected payment types.
8	Payment Category	Choose this option to focus your report on the payment category of the receipt like cash, check, direct transfer, and so on.
9	Paying Entity	Choose this option to focus your report on payment entities like the patient, insurance, or collection agency.
10	Adjustment Code	Choose this option to focus your report on the selected adjustment codes.
11	Provider Adjustment	Choose this report to focus your report on the selected provider adjustments.
12	Amount*	Focus the report on transactions for an amount that is 'less than', 'greater than', or 'equal to' (and so on) than the dollar amount you specify here. *By default, not equal to $0 is selected.
13	Columns*	Choose the columns you wish to see in this report. By default, all the columns will be selected.

Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.

Generation/Download Criteria

• Due to data volume, reports with more than 10 Transaction Locations or a date range exceeding 1 Month will not be generated on-screen.
• Reports meeting these criteria will be accessible in the Scheduled Downloads section.

Result

Now, let's take a look at the results of the Payment Reconciliation Report.

• Trans. User: The user who made the transaction.
• Patient ID: The system-assigned number used to identify the patient and their records.
• Patient Name: The name of the patient.
• Carrier: The insurance carrier to which the payment, refund, or adjustment applies.
• Collection Agency: The collection agency to which the payment, refund, or adjustment applies.
• Trans. Location: The short name of the location where the transaction is completed. 
• Trans. Date: The date the transaction is completed in the system.
• Trans. Provider: The short name of the provider associated with the transactions.
• Adj Code: The adjustment code associated with the adjustment transaction.
• Refund Date: The refund date associated with the refund transaction.
• Prov Adj Type: The type of provider adjustment associated with the provider adjustment transaction.
• Amount: The amount involved in the transaction (negative amount for deletions, deductions, and reversals). It does not include the transaction charge and can be calculated as Payment Amount - Transaction Charge.
• Transaction Charge: The transaction charge associated with the payment.
• Payment Amount: The total amount paid (including the transaction charge).
• Unapplied Transaction Charge: The total amount of unapplied transaction charges.
• Receipt #: The system-assigned number used to identify the payment entered into the system. On clicking the receipt ID, the user is taken to the patient's ledger or insurance payment page depending on the payment entity of the receipt.
• Paying Entity: The entity against whom the receipt is addressed (Patient, Insurance, Collection Agency).
• Paying Entity Name: The name of the entity against whom the receipt is addressed.
• Payment Category: The payment category of the receipt, like cash, check, direct transfer, and so on.
• Payment Type: The payment type of the receipt.
• Payment Date: The payment date of the receipt. This is the actual date the patient paid the practice.
• Receipt Add Trans. Date: The date on which the payment was recorded in the system
• Receipt Type: This column shows whether the receipt type is a Regular payment or an Advance payment.
• Payment Location: The location associated with the receipt is added.
• Receipt User: The user who added the receipt on which the transaction action was done.
• Claim ID: The ID of the claim used to post payments from the insurance receipt
• Code: The code against which the transaction is performed.
• D.O.S: The date of service of the code against which the transaction is performed.
• Tx. Provider: The short name of the treatment provider associated with the code against which the action is taken.
• Tx. Location: The short name of the treatment location associated with the code against which the action is made.
• Pat. Gross: The total patient responsibility according to the patient, payable at the time of code completion.
• Ins. Gross: The total insurance responsibility according to the insurance, payable at the time of code completion.

Click on the blue-colored entries to view more information on the corresponding entries.

Permissions

If users in your practice cannot use this report, please ensure that the relevant permissions are enabled.

To enable permissions for the Payment Reconciliation Report:

• Navigate to the System Menu > Practice Settings > Administration > Profiles.

• Click Manage Permissions for the intended profile.

• Select Insights.
• Select the Generate Payment Reconciliation Report option under Operational Reports to enable the permission.
• Click Save.

• On the Confirm Action modal that appears, click Yes to proceed.

• A toast notification appears on the top right stating, 'Profile updated successfully'.

Practices can use this comprehensive guide to efficiently generate reports, explore various use cases, and apply the necessary filter criteria to generate the desired report. Following this guide will help you create reports quickly, understand the different views available, and customize reports to meet specific needs.

Click here to explore the complete list of permissions and their descriptions.