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My patient requested a bill for only the procedures a payment applied towards for HSA/FSA. How can I provide this?

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Robin Moone (she/her)
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Introduction:
If your office is having trouble giving a patient a receipt with only relevant information to a single payment, it is possible to generate version of the payment and procedures with a small selection of edits in Excel. 

Materials:

  • Microsoft Excel (or another CSV file editing software)
  • Printer and Ink (optional, for printing and providing to the patient)

Permissions Required:
Your Setup > Security > Users > select username > Group Membership will need a Group with the following permissions included:

  • Reports - Daily Reports Screen Full Control
  • Reports - Monthly Reports Screen Full Control

Step-by-step instructions:

  1. First, an Income Allocation report is run. (Reports > Monthly Reports > Income Allocation)
    1. If the payment was made first, then had procedures applied to it, run the report with the day(s) the procedures were performed as the Start Date and End Date. 
    2. If the procedures were performed first, then had a payment applied to them, run the report with the day payment was made as the Start Date and End Date.
  2. Next, review the report for items the patient applied their payment towards. We will need this information later, so be sure to take note. The Pay Date, Allocation "Allo" Date, and Procedure "Proc" Date will all be helpful. 
  3. After this, run a Special Transaction report with the following criteria. (Reports > Daily Reports > Special Transaction Report)
    1. Start Date and End Date are equal to the oldest date and newest date from the Income Allocation Report.
    2. Start Name and End Name to the patient's name, checking each time that the patient's ID matches the one selected. Once the Print Format is set to Excel, the report is ready to run. 
    3. Optionally, select the Payment/Adj Codes the patient had performed and paid for by pressing the Select button before running the report for best filtering and minimal editing.
  4. The report will automatically download the CSV (Excel format) file.
    1. Open your File Explorer (file folder icon on the Task Bar of your computer) and double-left click the file to open it in Excel. 
      1. This can also be done by pressing Ctrl + J in your browser to access the downloads menu, then double-left clicking the file name to open it in Excel.
  5.  Once the file is open, Enable Editing if necessary by pressing the button at the top of the screen.
    1. Now, left-click and drag your mouse over all lines of the report that are not needed and right-click to select Delete... and select Shift cells up and press OK to confirm.
    2. If desired, you can also click the Special Transaction Report title cell, then Merge & Center > Unmerge Cells to split it into an editable field. Then you can change the title to whatever you desire.
    3. Example: Billed Services on Card Ending in XYZA - Dated 12.10.20XX-04.05.20XZ
  6. Once you are satisfied, press File > Save. This document is now ready to be printed or sent via a secure platform as needed to patients. If sending as document file, we recommend selecting File > Print > Print to PDF.

Tips and best practices:
Ensure that your client understands that this is a by request service and can be provided in a limited manner. As there is not an on demand report that can be run this way, I recommend also advising to the client that this is not an 'unabridged' record of their account while providing this document. For a full bill of procedures, see: Our patient has requested a tax receipt. What's the best report option?

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