The Aging/Credit Balance Report lists guarantors with outstanding balances or credit balances, along with their contact information.
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Why: |
To identify guarantors with outstanding balances so that they can be targeted for collections, or to view and/or contact guarantors with a credit balance |
When: |
Monthly |
To generate the report
In DXOne Reporting, select Ledger, and then double-click Aging/Credit Balance.
The Aging/Credit Balance dialog box appears.
Set up the following options:
Aged Balance as of - To specify the date from which to age the balances, do one of the following:
Enter a date (in a m/d/yyyy format) in the box.
To select a date, do the following:
Click the calendar icon to view a month calendar.
Navigate to the correct month, using the left and right arrows.
Note: To quickly change the year and month, click the month-year at the top of the calendar, navigate to the correct year, using the left and right arrows, and then click the correct month.
Click the correct day.
Notes:
A charge or suspended credit may be included if it has a date (based on the Date Type) that is on or before the specified Aged Balance as of date.
An applied credit may be included if the date that it was allocated to a charge is on or before the specified Aged Balance as of date.
Last Pmt Before - You can exclude accounts that have made a payment recently. For example, if you specify a date in the previous month, any accounts with a guarantor payment on or after that date are excluded. Insurance payments are ignored. To filter the report by the dates of the most recent guarantor payments that have been entered for accounts, do one of the following:
To include accounts only if the dates of the most recent guarantor payments are before a particular date, clear the All checkbox, and then specify a date.
To specify a date, do one of the following:
Enter a date (in a m/d/yyyy format) in the box.
To select a date, do the following:
Click the calendar icon to view a month calendar.
Navigate to the correct month, using the left and right arrows.
Note: To quickly change the year and month, click the month-year at the top of the calendar, navigate to the correct year, using the left and right arrows, and then click the correct month.
Click the correct day.
To include all accounts regardless of the dates of the most recent guarantor payments, select the All checkbox.
Date Type - Select one of the following options:
Entry Date - To include a transaction based on the date that it was created (entered into the database).
Procedure Date - To include a transaction based on the date that was specified for it.
Notes:
Most of the time, a transaction will have the same entry and procedure date. They will differ only if you backdate the transaction.
Applied credits are included based on the allocate date instead of the entry or procedure date. So, credits that have been applied within the date range for the report will appear on the report even if the date of the credit is not within the date range for the report. For example, a payment dated 4/8/2022 can be partially applied on 4/9/2022. If the report is run for 4/9/2022, grouping by provider, the applied portion of the payment will appear (with the 4/8/2022 date). However, any suspended amount will not appear.
Balance Range - From the list, select one of the following options:
ALL - To include accounts with credit, debit, and zero balances.
Exclude Zero Balances - To only include accounts with credit and debit balances.
Credit Balances Only - To only include accounts with credit balances.
User Defined - To only include accounts with balances that are within a specific range. With this option selected, the options to specify a range are available. Do one of the following:
To include accounts with balances of any amount, type <ALL> in both the Minimum and Maximum box.
To include accounts with balances that are within a specific range of amounts, enter the lowest amount (the amount that a balance must be greater than or equal to) in the Minimum box and the highest amount (the amount that a balance must less than or equal to) in the Maximum box.
To include accounts with balances that are a specific amount, enter the same amount in both the Minimum and Maximum box.
To include accounts with balances that are within an open-ended range of amounts, enter an amount in either the Minimum or Maximum box, and then type <ALL> in the other box.
Guarantor - To filter the report by guarantor, do one of the following:
To include all guarantors in the clinics that you are allowed to generate the report for, select the All checkbox for both From and To.
To include a specific range of guarantors, select the starting guarantor (alphabetically by last name) of the range for From and the ending guarantor of the range for To.
To include a specific guarantor, select the same guarantor for both From and To.
To include an open-ended range of guarantors, select a guarantor for either From or To, and then select the All check box for the other option.
To select a specific guarantor for From or To, do the following:
Click the corresponding search button
.
The Select Guarantor dialog box appears.
Note: Only the guarantors in the clinics that you are allowed to generate the report for are available.
Do one of the following:
To get a list of all guarantors, do not enter any search criteria.
To search for guarantors by last name, birth date, status, chart number, Social Security Number, ID, and/or home phone number, enter the first character or more of a guarantor's last name, birth date, status, chart number, Social Security Number, ID, and/or home phone number in the Name, Birthday, Status, Chart#, SS#, OtherId, and Home Phone # boxes, respectively.
Note: To clear any text that you have entered, click Clear Search.
Click Show Results to view a list of guarantors.
Note: To clear the list so you can search again, click Search.
In the list, select a guarantor.
Click OK.
Clinic - To filter the report by the clinics that are associated with transactions, do one of the following:
To include all clinics that you are allowed to generate the report for, select the All checkbox.
To include specific clinics, do the following:
Click the search button .
The Select Clinics dialog box appears.
Note: Only the clinics that you are allowed to generate the report for are available.
If the list is long, to search for a clinic by ID and/or title, do the following:
Click Search.
The options for searching appear in the upper list.
Enter the first character or more of a clinic's ID and/or title in the ID and Practice Title boxes, respectively.
Click Show Results to view a list of matching clinics.
Note: To return to viewing the list of all the clinics, click Search, click Clear Search to clear the search criteria that you entered, and then click Show Results.
In the upper list, select one or more clinics.
Note: To select multiple clinics, click a clinic, and then, while pressing the Ctrl key, click the other desired clinics. To select a range of adjacent clinics, click the first clinic of the desired range of clinics, and then, while pressing the Shift key, click the last clinic of the desired range of clinics.
Click Add.
Repeat steps b-d as needed to add other clinics.
Note: To not include a clinic that you added, select that clinic in the lower list, and then click Remove.
Click OK.
Notes:
A charge may be included if the rendering clinic is one of the specified clinics for the report.
An applied credit may be included if the rendering clinic of the charge that it's applied to is one of the specified clinics for the report.
A suspended credit may be included if the collecting clinic is one of the specified clinics for the report.
Provider - To filter the report by the providers who are associated with transactions, do one of the following:
To include all providers, select the All checkbox.
To include specific providers, do the following:
Click the search button .
The Select Providers/Staff dialog box appears.
Note: Only the providers and staff that you are allowed to generate the report for are available.
If the list is long, to search for a provider by ID, first name, last name, and/or title, do the following:
Click Search.
The options for searching appear in the upper list.
Enter the first character or more of a provider's ID, first name, last name, and/or title in the ID, First Name, Last Name, and Title boxes, respectively.
Click Show Results to view a list of matching providers.
Note: To return to viewing the list of all the providers and staff members, click Search, click Clear Search to clear the search criteria that you entered, and then click Show Results.
In the upper list, select one or more providers.
Note: To select multiple providers, click a provider, and then, while pressing the Ctrl key, click the other desired providers. To select a range of adjacent providers, click the first provider of the desired range of providers, and then, while pressing the Shift key, click the last provider of the desired range of providers.
Click Add.
Repeat steps b-d as needed to add other providers.
Note: To not include a provider that you added, select that provider in the lower list, and then click Remove.
Click OK.
Notes:
An applied credit may be included if the rendering provider of the charge that it's applied to is one of the specified providers for the report.
A charge may be included if the rendering provider is one of the specified providers for the report.
If you run the report for all providers, a suspended payment may be included. However, if you specify particular providers for the report instead of running it for all providers, suspended payments will not be included regardless of the selected Group By option.
Billing Type - To filter the report by the billing types that are associated with accounts, do one of the following:
To include all billing types, select the All checkbox.
To include specific billing types, do the following:
Click the search button .
The Select Billing Type dialog box appears.
If the list is long, to search for a billing type by ID and/or description, do the following:
Click Search.
The options for searching appear in the upper list.
Enter the first character or more of a billing type's ID and/or description in the ID and Description boxes, respectively.
Click Show Results to view a list of matching billing types.
Note: To return to viewing the list of all the billing types, click Search, click Clear Search to clear the search criteria that you entered, and then click Show Results.
In the upper list, select one or more billing types.
Note: To select multiple billing types, click a billing type, and then, while pressing the Ctrl key, click the other desired billing types. To select a range of adjacent billing types, click the first billing type of the desired range of billing types, and then, while pressing the Shift key, click the last billing type of the desired range of billing types.
Click Add.
Repeat steps b-d as needed to add other billing types.
Note: To not include a billing type that you added, select that billing type in the lower list, and then click Remove.
Click OK.
Patient Tag - Do one of the following:
To not filter the report by a patient tag, clear the Run By Patient Tag checkbox.
To filter the report by the tags that are assigned to patients, select the Run By Patient Tag checkbox. With this checkbox selected, the options to filter the report by tag are available. Do one of the following:
To include accounts for guarantors with any patient tag, select the All checkbox.
To include accounts for guarantors with specific tags, do the following:
Click the search button .
The Patient Tag Selection dialog box appears.
If the list is long, to search for a patient tag, do the following:
Click Search.
The options for searching appear in the upper list.
Enter the first character or more of a patient tag name in the Tag Name box.
Click Show Results to view a list of matching patient tags.
Note: To return to viewing the list of all the patient tags, click Search, click Clear Search to clear the search criteria that you entered, and then click Show Results.
In the upper list, select one or more patient tags.
Note: To select multiple patient tags, click a patient tag, and then, while pressing the Ctrl key, click the other desired patient tags. To select a range of adjacent patient tags, click the first patient tag of the desired range of patient tags, and then, while pressing the Shift key, click the last patient tag of the desired range of patient tags.
Click Add.
Repeat steps b-d as needed to add other patient tags.
Note: To not include a patient tag that you added, select that patient tag in the lower list, and then click Remove.
Click OK.
Aging Intervals - In the available boxes, enter the aging intervals, in days, as you want them to appear on the report. Each account balance will be aged by the ranges specified in each of the six interval buckets. Clinic and provider groupings are also aged using these same buckets.
Days Past Due:
From the Minimum list, select the number of days past due that an account must be for it to be included on the report: 0, 30, 60, 90, 120, 150, or 180. For example, if you only want accounts with a balance over 60 days, select 60.
From the Maximum list, select the number of days past due that an account must be for it to be included on the report: <No Limit>, 30, 60, 90, 120, 150, or 180. For example, if you do not want to include any accounts with an aged balance over 90 days, select 90.
Group By - Select one of the following options:
Guarantor - To group the report by guarantors. Then, select one of the following options:
Only Guarantors - To list balances by guarantor name.
Clinic - To group the report first by guarantor name and then list balances by clinic. A charge is included based on its rendering clinic. An applied credit is included based on the rendering clinic of the charge that it's applied to. A suspended credit is included based on the collecting clinic.
Provider - To group the report first by guarantor name and then list balances by provider. A charge is included based on the rendering provider. An applied credit is included based on the rendering provider of the charge that it's applied to. Suspended credits may be included based on the guarantor.
Clinic/Guarantor - To group the report first by clinic and then list balances by guarantor name. A charge is included based on its rendering clinic. An applied credit is included based on the rendering clinic of the charge that it's applied to. A suspended credit is included based on the collecting clinic.
Provider/Guar - To group the report first by provider and then list balances by guarantor name. A charge is included based on its rendering provider. An applied credit is included based on the rendering provider of the charge that it's applied to. Suspended credits are not included.
Sort Options - Select one of the following options:
By Guarantor Name - To sort the report first by the grouping specified and then alphabetically by guarantor name.
By Over 180 to Current Balance - To sort the report first by the grouping specified (whatever is entered as the last aging interval) and then by the oldest to newest balance.
By Largest to Smallest Balance - To sort the report first by the grouping specified and then by the largest to smallest balance.
Other Options - To include a guarantor note below the corresponding guarantor's information, select the Include Guarantor Notes checkbox.
Note: This checkbox is available only if the selected Group By option is Guarantor (with any sub-grouping).
Click Save as Default to save the current settings for the next time you run the report.
Click Clear Defaults to revert the dialog box options to the original defaults.
Click Schedule to schedule a report job.
Click OK to preview the report.
Important information this report provides
The report can be grouped and subtotaled by provider. Or, the report can be grouped and subtotaled by clinic. The following information appears on the report.
Guarantor Details - The name, phone number, billing type, last payment date and amount, and last statement date of a guarantor.
Balances - A guarantor’s aged balances.
Totals - The combined totals of aged balances on the report. Use aged balance totals to quickly ensure that the practice is current on collection efforts.
By Provider - The guarantors and corresponding balances appear for a provider, and the report displays a subtotal for the provider.
By Clinic -- The guarantors and corresponding balances appear for a clinic, and the report displays a subtotal for the clinic.
