Generate Payment Log Report

The Payment Log Report is used to balance and review revenue performance. This report can be generated based on the Transaction Date, Payment Date, or Deposit Date. This report shows real-time data.

Competitor Reports

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

Use Cases

• Run it EOD (End of Day) to review the day’s payment balances.
• Retrieve data based on Transaction Date, Payment Date, or Deposit Date.

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.

Summary View

The summary view shows the consolidation of actions, applied, and unapplied amounts for the particular location selected.

Let us explore the filters:

No	Filters	Description
1	Date Range (Max 3 Months)*	Choose to focus the report on payments dated within the selected date range (based on your choice of Transaction Date, Payment Date, or Deposit Date). Select a maximum of up to 3 months. *By default, the date range will be Today.
2	Date As*	Choose to run the report based on the Transaction Date, Payment Date, or Deposit Date. *By default, Transaction Date is selected.  Note: If run by Payment Date or Deposit Date, refunds are shown by refund date.
3	Receipt Location*	Choose to focus the report on receipts added to a specific location. *By default, the user's default location will be selected.
4	Receipt Provider	Choose to focus the report based on the receipt provider you want to see in the report.
5	Paying Entity*	Choose to focus the report based on the paying entity you want to see, such as patient payments, insurance payments, or collection agency payments. *By default, all will be selected.
6	Receipt Creator	Choose to focus the report based on the selected user(s) who created the receipt.
7	Transaction User	Choose to focus the report based on the selected user(s) who performed the transaction.
8	Group Collection By*	By default, the payment category is selected. The dropdown will have the following options: Payment Category, Payment Type, Location, Payment Method, Payment Source, and None.
9	Show Collection By Paying Entity	Select this option to show collection by paying entity in the report.  *By default, it will be selected.
10	Exclude Membership Discount Credits	Choose whether to exclude Membership Discount Credits from the report.

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 Treatment 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 - Summary View

Now, let us take a look at the results of the Payment Log Report (Summary View).

• Collected: The amount collected from receipts that were added in the specified date range.
• Updated: The amount that was updated on the receipts during the specified date range.
• Deleted: The amount of receipts that were deleted during the specified date range.
• Payment Amount: The sum of the amount collected from receipts that were added/updated in the selected date range.
• Trans. Charge: The amount of transaction charge that was collected from receipts that were added in the specified date range.
• Gross Collection: This will show the gross collection split on each paying entity. If the user deselects any specific paying entity, then that section will be hidden. This section will show the gross collection transaction date for each paying entity and the total.
• Transaction Summary: This section shows the overall utilization of the collected amount. The actions coming in this section will be Collection, Applied Payments, Refunds, Transfer Receipt, Adjust Off, Provider Adjustment, Overpayment Recovery, NSF, and Unapplied. If any of the paying entities has a value in any of these actions, the actions will be displayed; otherwise, they will be hidden.
  • In the transaction date logic, it will show values based on the transaction date of the action that happened. All the transactions will show the net, i.e., the sum of all created/updated/deleted values.
  • In the payment date logic, it will show values based on the payment date of the receipts.
  • In the deposit date logic, it will show values based on the deposit date of the receipts.
• Collection Adjustments: The total amount of patient and insurance collection adjustments.
• Net Collection: Calculated as the sum of money from patient, insurance and collection agency receipts +/- collection adjustments and refunds.
  Exclusion: Income reduction, special credits, and finance charges.
  Inclusions: Transaction charges, membership credit.

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

Collection View

Let us explore the filters: 

No	Filters	Description
1	Date Range (Max 3 Months)*	Choose to focus the report on payments dated within the selected date range (based on your choice of Transaction Date, Payment Date, or Deposit Date). Select a maximum of up to 3 months. *By default, the date range will be Today.
2	Date As*	Choose to run the report based on the Transaction Date, Payment Date, or Deposit Date. *By default, Transaction Date is selected.  Note: If run by Payment Date or Deposit Date, refunds are shown by refund date.
3	Receipt Location*	Choose to focus the report on receipts added to a specific location.  *By default, the user's default location will be selected.
4	Receipt Provider	Choose to focus the report based on the receipt provider you want to see in the report.
5	Paying Entity*	Choose to focus the report based on the paying entity you want to see, such as patient payments, insurance payments, or collection agency payments.  *By default, All will be selected.
6	Payment Category	Choose to focus the report based on the category of payment, whether it was made by cash, check, credit card, or so on.
7	Payment Type	Choose to focus the report based on the type of payment accepted, whether it was made via Visa, MasterCard, Cash, Check, or so on.
8	Payment Method	Choose to focus the report based on the method of payment, whether it was Regular, Advanced, Payment Plan, Patient Portal, Payment Portal, and Capitation.
9	Payment Source	Choose to focus the report based on the source of the payment, whether it was BluePay, CareStack Pay, Apex Payments, None, or Not Applicable.
10	Patient	Choose to focus the report based on the selected patients.
11	Carrier	Choose whether to focus the report on only the selected carrier(s).
12	Collection Agency	Choose whether to focus the report on only the selected collection agency/agencies.
13	Receipt Action	Choose to focus the report on the selected receipt actions.
14	Receipt Creator	Choose to focus the report based on the selected user(s) who created the receipt.
15	Transaction User	Choose to focus the report based on the selected user(s) who performed the transaction.
16	Group Collection By*	By default, the payment category is selected. The dropdown will have the following options: Payment Category, Payment Type, Location, Payment Method, Payment Source, and None.
17	Columns*	Choose the columns required in the report.
18	Show Collection By Paying Entity	Select this option if you would like to include the paying entity in the report.  *By default, it will be selected.
19	Hide Patient Name	Select this option if you would like to hide the patient's name from patient payments. By default, it will not be selected.
20	Show Receipts with Transaction Charges Only	Select this option if you would like to include the receipts with transaction charges.  *By default, it will be selected.
21	Show Refunds	Select this option to show Refunds in the report.
22	Show Remarks	Select this option if you would like to show the remarks against each receipt (which has a remark). By default, it will not be selected.
23	Show Updates and deletions from prior receipts separately	Select this option to include updates and deletions from prior receipts as well.

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 Treatment Locations or a date range exceeding 1 Month cannot be generated on-screen.
• Reports meeting these criteria will be accessible in the Scheduled Downloads section.

Result - Collection View

Now, let us take a look at the results of the Payment Log Report (Collection View).

• Transaction Date: The date the transaction was completed in the system.
• Receipt Of: The name of the patient, carrier, or collection agency for whom the receipt was added.
• Default Location: The default location of the patient.
• Receipt #: The system-assigned number used to identify the payment that has been entered into the system.
• Rcp. Location: The location pertaining to the receipt created.
• Payment Date: The date the payment was made, as mentioned in the receipt.
• Deposit Date: The date the payment was deposited by your office.
• Payment Category: The category of payment, whether it was made by cash, check, credit card, or so on.
• Payment Type: The type of payment accepted, whether it was made via Visa, MasterCard, Cash, Check, or so on
• Payment Method: The method of payment accepted, whether it is Regular, Advanced, Payment Plan, Patient Portal, Payment Portal, or Capitation.
• Payment Source: The source of the payment, whether it was Bluepay, Carestack Pay, Apex Payments, None, or Not Applicable.
• Ref No.: The reference number entered by your office staff when creating the receipt.
• Created user: The name of the user who created the receipt.
• Deposit Amount: The total amount of the payment.
• Trans. Charge: The transaction charge amount applied to the receipt, if applicable.
• Flexi Pay: Indicates whether the receipt is a Flexi Pay payment.
• Receipt Provider: The provider associated with the receipt.
• Income Reduction Provider: The provider associated with the income reduction applied.
• Spc. Cred. Adj. Code: If the receipt was added with a special credit payment type, the adjustment code is displayed here.
• Action: The action related to the transaction. This column will only occur when the date is selected as the transaction date and shows the transaction action.

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

Transaction View

This view shows the details grouped by each transaction action for patient and insurance payments.

Each section should show the corresponding action based on the selected filters.

• In the transaction date filter, the transaction entries would show all transactions based on the selected date range.
• In the payment date filter, the transaction entries would show all transactions with payment dates based on the selected date range.

Let us explore the filters:

No	Filters	Description
1	Date Range (Max 3 Months)*	Choose to focus the report on payments dated within the selected date range (based on your choice of Transaction Date, Payment Date, or Deposit Date). Select a maximum of up to 3 months. *By default, the date range will be Today.
2	Date As*	Choose to run the report based on the Transaction Date, Payment Date, Deposit Date, or Refund Date. *By default, the date will be the transaction date.
3	Receipt Location*	Choose to focus the report on receipts added to a specific location.  *By default, the user's default location will be selected.
4	Receipt Provider	Choose to focus the report based on the receipt provider you want to see in the report.
5	Transaction Location	Choose to focus the report on specific transactions that happened at a specific location.
6	Paying Entity*	Choose to focus the report based on the paying entity you want to see, such as patient payments, insurance payments, or collection agency payments.  *By default, All will be selected.
7	Transaction Action	Choose whether to generate the report based on the transaction action like Applied Payments, Refunds, Transfer Receipts, Adjust Off, Provider Adjustments, Overpayment Recovery, or NSF.
8	Receipt Creator	Choose to focus the report based on the selected user(s) who created the receipt.
9	Transaction User	Choose to focus the report based on the selected user(s) who performed the transaction.
10	Show Transaction By Paying Entity	Select this option if you would like to include the paying entity in the report.  *By default, it will be unchecked.
11	Exclude Membership Discount Credits	Choose whether to exclude Membership Discount Credits from the report.

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 Treatment Locations or a date range exceeding 1 Month cannot be generated on-screen.
• Reports meeting these criteria will be accessible in the Scheduled Downloads section.

Result - Transaction View

Now, let us take a look at the results of the Payment Log Report (Transaction View).

• Transaction Date: The date the transaction was completed in the system.
• Receipt #: The system-assigned number used to identify the payment that has been entered into the system.
• Rcp. Location: The location pertaining to the receipt created.
• Date Of Service: The date of service of the completed code associated with the receipt.
• Procedure Code: The procedure code name along with its description.
• Tx. Provider: The short name of the treatment provider associated with the listed procedure code or receipt.
• Tx. Location: The short name of the treatment location associated with the listed procedure code or receipt.
• Amount: The amount that was involved in the transaction.
• Paying Entity: The entity against whom the receipt is addressed (Patient, Insurance, Collection Agency).
• Applied For: The patient to whom this receipt applies.
• Patient ID: The system-assigned number used to identify the patient and their records.
• Claim Id#: The system-assigned number used to identify the unique claim that has been generated.
• User's Name: The name of the user who completed the transaction in the system.
• Remarks: Any remarks added by the user regarding the transaction.
• Refund To: Shows to whom the refund was made - patient or insurance.
• Insurance Receipt Carrier: The carrier pertaining to the insurance receipt.
• Payment Type: The type of payment type that was made.
• Collection Adjustments: The total amount of patient and insurance collection adjustments.

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

Receipt View

Let's explore the filters:

No	Filters	Description
1	Receipt #*	Choose to focus the report based on the entered receipt ID.
2	Show Transactions*	Choose to focus the report to show the receipt transactions by Entire Transactions or by Transactions between a certain date range. By default, the date range will be for the current day when you select the option Transactions between.
3	Sort By*	Choose to sort the receipt by Transaction Date or by Amount.  *By default, Transaction Date 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 Treatment 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 - Receipt View

Now, let us take a look at the results of the Payment Log Report (Receipt View).

• Receipt Of: The name of the patient for whom the receipt was added.
• Receipt #: The system-assigned number used to identify the payment that has been entered into the system. Click this hyperlink to be taken to the Receipt view.
• Payment Amount: The total amount paid (including the transaction charge).
• Transaction Charges: The amount of transaction charges that were collected from receipts that were added in the specified date range.
• Applied Transaction Charges: The total amount of applied transaction charges.
• Unapplied Transaction Charges: The total amount of unapplied transaction charges.
• Deposit Amount: The total amount deposited.
• Unapplied: The unapplied credits available on the receipt.
• User Name: The name of the user that created the receipt and entered in the system.
• Location: The location where the receipt is added.
• Payment Category: The category of payment, whether it was made by cash, check, credit card, or so on.
• Receipt Provider: The provider associated with the receipt. 
• Payment Type: The type of payment accepted, whether it was made via Visa, MasterCard, Cash, Check, or so on.
• Payment Date: The date the payment was made.
• Created Date: The date the receipt was made.
• Deposit Date: The date the payment was deposited by your office.
• Ref No.: The reference number entered by your office staff member accepting the payment.
• Paying Entity: The entity against whom the receipt is addressed (Patient, Insurance, Collection Agency).
• Payment Source: The source of the payment.
• Payment Method: The method of payment used, such as Regular, Advanced, Payment Plan, Patient Portal, Payment Portal, or Capitation.
• Flexi Pay: Indicates whether the receipt is a Flexi Pay payment.
• Remarks: Any remarks added, if any.

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

Day by Day Summary View

Day by Day Summary View provides practices a daily overview of collections by payment category or payment type.

Let's explore the filters:

No	Filters	Description
1	Date Range (Max 3 Months)	Choose to focus the report on payments dated within the selected date range (based on your choice of Transaction Date, Payment Date, or Deposit Date). Select a maximum of up to 3 months. *By default, the date range will be Today.
2	Date As	Choose to run the report based on the Transaction Date, Payment Date, or Deposit Date. *By default, Transaction Date is selected.
3	Receipt Location	Choose to focus the report on receipts added to a specific location.  *By default, the user's default location will be selected.
4	Paying Entity	Choose to focus the report based on the paying entity you want to see, such as patient payments, insurance payments, or collection agency payments.  *By default, All will be selected.
5	Show By	Choose whether to show by Payment Type or Payment Category.
6	Payment Category	Choose to focus the report based on the category of payment, whether it was made by cash, check, credit card, or so on.

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 Treatment 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.

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

Permissions

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

To enable permissions for the Payment Log Report:

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

• Click Manage Permissions for the intended profile.

• Select Insights.
• Select the Generate Payment Log 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.