Summary
The Practice Monitor by Date Range Report offers monthly totals for Production, Receipts, Net Adjustments, Accounts Receivable, and details on past due accounts and new patient exams.
Additionally, setup is involved to make sure Production and New Patient Exams are defined according to office protocol. More details are listed in this article.
Generating the Report
- To generate the report, click "Reports" at the top of Cloud 9, then select "Reports" from the menu. Scroll through the list of reports or use the search bar to find "Practice Monitor by Date Range," then select it.
- Next, begin entering the required report parameters. You must enter a start and end date. **Please note two months were entered for the the example used in this article.
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Locations is next required field. You can select a single location, all or multiple locations.
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Provider(s) is the next mandatory field. You can select one or multiple providers.
- The last parameter labeled Break By must be filled in. You can select None to view all data or choose to Break By, (separate the report), by Location or Provider. Once you have made your selection, click the Preview button to run the report.
- The displayed report will look similar to the screenshot below:
Now that you know how to run the report, let's review Setting Up Production.
How to Set Up Production
Production will only be counted for Transaction Types that have "Affects Production" selected in the Transaction Type Setup. Follow the steps outliend below to set the transaction type to affect production.
1. From the Edit menu, select Setup.
2. Select Transaction Types option on the list on the left side of the screen.
3. Choose the Transaction Type that should Affect Production and click the Edit button in the upper left.
4. Once it opens the "Edit Transaction Type" dialogue box, stay on the first tab labeled Transaction Type. If it needs to be set to affect production select "Affects Production" that so the check box shows and then click save.
Note: There are some Transaction Types included for every office that must not be marked 'Affects Production'. Those are listed here:
| Balance Adjustment | Insurance Initial Charge | Payment Plan Down Payment Charge |
| Contract Adjustment | Initial Periodic Charge | Payment Plan Periodic Charge |
NOTE: To assist with setup, you can print the Transaction Types Report. The path to access this report in Cloud 9 is Reports > Reports > Transaction Types.
Select the Transaction Types Report to view all Adjustments, Charges, and Payment Types in Cloud 9. Locate the 'Affects Production' column in the screenshot below to verify proper marking. To modify Transaction Types, follow the steps under 'How to Setup Production' earlier in this article. Please note that changes are not retroactive.
What is Tracking in the Practice Monitor by Date Range report?
The number of New Patient exams is included in your Practice Monitor by Date Range Report as long as you have set up Tracking for them. They are calculated based on Dismissed appointments with New Patient Exam tracking set up.
How To Set up Tracking on a New Patient Exam?
1. Go to Edit > Setup and then select Appointment Types on the left side of the screen:
2. This list shows all your appointment types. Use the Search bar in the top right to quickly find specific types by keyword or letter (e.g., "new", "NP", "exam").
3. After choosing your appointment type, click Edit to open the "Edit Appointment Type" window. The Tracking section is at the bottom right.
4. You will want to Select the Add+ button under the Tracking Area. From the drop down menu, choose New Patient Exam. If you do not see an option labeled 'New Patient Exam', you may need to set this up in Edit > Setup > Tracking.
5. Then, Select OK to return to the Edit Appointment Type window, and then select Save.
***Note: You will want to set up this tracking for any appointment types that are considered new patient exams for the Practice Monitor by Date Range to accurately show your monthly new patient exams.
How do I balance the Practice Monitor by Date Range report?
The following formula can then be used for 'balancing' the Practice Monitor by Date Range report's numbers from one month to the next:
Previous Month Ending Accounts Receivable
+ New Production
- New Receipts
+ New Net Adjustments = New Month's Ending Accounts Receivable
Understanding the chart on the Practice Monitor by Date Range Report
The list below defines what each column on this chart of the report denotes and/or how the information is calculated.
A. Production: Gross Production for the date range.
B. Receipts: Gross Receipts for the date range.
C. Rec % : Gross Receipts divided by Gross Production.
D. Net Adjustments: Grand Total of all Adjustments for the date range.
E. Adj %: net Adjustments divided by Gross Production.
F. Accounts Receivable: Total due Accounts Receivable for all patients as of the ending date of the month.
G. Ratio: Accounts Receivable divided by Gross Production.
H. # Pat Accounts: Patients with a total due balance as of the ending date of the report.
I. # Pats 30+: Patient accounts with a balance more than 30 days old by at least $30.
J. %: Patients with 30+balances divided by Total Patient Accounts.
K. # Ins Accounts: Insurance Companies with a total due balance as of the end of the ending date of this report.
L. # Ins 30+: Insurance accounts with a balance more than 30 days old.
M: %: Insurances with 30+ balances divided by Total Insurance accounts.
N: New Pat Exams: Appointments with New Patient Exam tracking that have been dismissed during the report date range.
O. Case Starts: Patients who have a contract start and a status start date on the same day.
P. Add'l Ph Starts: Patients who have a contract start, but the status start date happened on a previous date.
Q. %: Case Starts divided by New Patient Exams.
Avg Case Fee: Gross Production divided by Case Starts.
Helpful Hints:
If the Periodic Charges and Initial Down Payment Charges are marked to Affects Production, these charges will appear on the Production by Date Range Report with a $0 amount. We recommend not marking these as affecting production to avoid clutter in reporting. The Treatment Fees will be accurately included in the Production total.
The Production total hinges on the Transaction Types that are setup to Affect Production, however, the total for Production can be verified using our Production by Date Range Report as long as the same Date Range and Location breakdown is used.
The Receipts total can be verified line by line using the Receipts by Date Range Report with the same Date Range and Location breakdown.
The Net Adjustments total can be verified line by line using the Adjustments by Date Range Report with the same Date Range and Location breakdown.
The Accounts Receivable total can be verified by pulling an Accounts Receivable report with Age of Balance = Total Due; Amount of Balance = ($99,999); Include Responsible Party Balances; Include Insurance Balances; and the Date = the End Date used while running the Practice Monitor by Date Range Report.
*Note that the above reports do not have to be pulled monthly. They are good references, if needed, to verify the totals on the Practice Monitor by Date Range Report.
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.