Top 5 Reports

This article will take a look at the top 5 reports within Therabill. These are the reports that you will probably view most often. For a list of all reports that are available, please see the following article: Snapshot Reports.

You can access the available reports by clicking Reports >Snapshot Reports.

We will look more closely at the following reports only in this article:

• Key Indicators
• Balances/AR > Balance Aging 
• Balances/AR > Session Balance Breakdown
• Balances/AR > Statement Balances
• Payments > Payment Method Breakdown

Key Indicators

This report can help your clinic keep track of new patients, the number of confirmed and canceled visits/units, average charges per visit/unit, and a summary of payments received, all in a specified date range. These indicators are presented in two main groupings. When you initially open the Key Indicators report, the first group will default to a date range ending with today's date and beginning with the first of the month. The second group will default to the first of the previous month through the same date for that month. A third grouping presents the differences between the two sets of dates. You can change the date range to make any comparison that you are interested in.

Balance Aging  

For a more detailed explanation of this report:  Balance Aging Report.

The aging report gives you a summary of balances based on how old the balance is.  The age of the balance is binned into groupings of 0-29 days old, 30-59 days old, 60-89 days old, 90-119 days old, and greater than 119 days old.  You can view your claim aging by Insurance, Client, Provider, Insurance Plan Type, or Responsible Party. There is also an expand  icon associated with each row that will allow you to see the details of the balances within each row.

Important: As with many reports in Therabill, this report requires that you accurately enter all payments and adjustments for authentic results.

Important: The grand total of all balanced when aged by Client does not always equal your total accounts receivable (AR).  For more information, please see: Aging balance does not equal accounts receivable.

Aging by Client or Responsible Party:  Each row represents a client that has a balance.  The bins are based on the Date of Service.

NOTE:   The default view when aged by Client or Responsible Party will show the balance of all sessions.  This is the balance of sessions that are both open (pending insurance) and closed (client due).  You can use the checkbox filter to only view balances of sessions that are finalized/closed.   This option will resemble the client balance due.  For more information on open/closed sessions, please see: Session/Status.                                                        

Aging by Insurance: Each row is an insurance company that has sessions that are pending payment from them (the last insurance company you billed the session to).  The aging of the balance is based on the date you billed the sessions to the payer. If you post payments from the insurance payer and create a claim to another payer (i.e. secondary insurance), the sessions will move to the most recent payer's grouping.

Session Balance Breakdown

For more information, please see: Session Balances Report

This report lists all sessions along with a summary of payments/adjustments and the current service balance in a given date range. There are a variety of filters you can use to narrow down the sessions that you are viewing. The Group By drop-down can be used to group each session by the parameter of your choice. The balance due on a session is equal to the charge amount minus payments and adjustments. It also shows the current status of the session (Unconfirmed, Confirmed, Ins Open, Closed/Patient Due). All sessions will flow from WebPT as Confirmed for clients with an insurance payer. If a client is Self Pay, the session will flow over as Closed. For information on the status of the session, please see: Session Status

Note: If you believe a session is missing in Therabill, this report can be compared to WebPT's Billing Report to find any discrepancy.

Statement Balances

This report will list out each of your clients along with their current statement balance.  The statement balance is how much they owe based on finalized/closed session on the Client Balance Statement. This report will also show you the client's Unassigned Payments balance. The Balance column is calculated by subtracting the Unassigned Payments from the Session Balance.

To post unassigned payments to specific sessions, please see the following article: Unassigned Client Payments.

NOTE:  The client also has another balance called the ledger balance (see the last section).  The balances do not always equal.  For information on the difference between these two balances, please see: Ledger balances versus statement balance.

Payment Method Breakdown

This report will give you a summary of payments entered by payment method (check, credit, cash, and EFT).  It will group all payments by the method of payment and provide the subtotal of each method. A grand total is also listed at the bottom of the report.  In addition to filtering by posted date range and facility, you can also filter by specific payment type (Patient/Client, Insurance, Agency).

Patient/Client payments have the ability to be listed in the Unassigned column. The Unassigned column reflects the amount of the original payment that has yet to be assigned to a session/service.