This report lets you see balances due based on how old the balance is. The aging report breaks the balances down by age brackets from 0-29 days to >119 days. This is a useful report for finding claims that have gone unpaid so that you can follow up on them. The report allows you to look at data using client, insurance, provider, insurance type, or responsible party views.
Running the Aging Report
- Navigate to Reports > Snapshot Reports > Balance Aging Report.
- Use the Aging by drop-down to select a view (Client, Insurance, Provider, Insurance Plan Type, or Responsible Party).
- Each row contains an expand icon (
). Once clicked, a window will pop up that contains each service line for every DOS within the applicable bracket. - You can print the report using the print icon at the top right of the window. When you print this report, you are given two options: PDF or Comma Separated Value. The PDF option will create a PDF file that you can print or save to your local computer. The Comma Separated Values (CSV) option will create a CSV file and download it to your computer. A CSV file can be imported into several different applications, such as Microsoft Excel.
Aging by Client or Responsible Party
Each row represents a client that has a balance. The bins are based on the Date of Service. Click on the blue pencil icon to View Client.
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).
Filters
| Unchecked | Checked | |
| Only finalized charges | You are viewing the balances of all sessions for the clients. Balances on all sessions (closed and open to insurance) are being reported. This is a bigger picture look at the balances due for the clients and gives you a picture of how your current accounts receivable are broken up per patient. | Only sessions that are closed and also have a balance are shown. This means that the balances shown are ones that need to be paid by the client. If you are using client statements to bill your patients, then these balances should match the balance due on the client statement (under finalized charges). |
| Age from first invoice date | You are viewing the balances of all sessions for the clients (open and closed). This is a bigger picture look at the balances due for the clients and gives you a picture of how your current accounts receivable are broken up per patient. | If this option is checked and Only finalized charges is not checked, then this will show all charges invoiced open to insurance and client combined. |
| BOTH | The report will show all client with balances (open and closed). | The report will only show clients with a balance due and when those charges were invoiced to the client using the client balance statement. |
Shouldn't the sum of all client balances on the report equal my total Accounts Receivable?
This is not always the case. If you are viewing the Aging by Client and you are not only showing finalized charges, then it should come close to your actual Accounts Receivable. However, any unassigned payments that you have entered for a client are not reported in the aging report. Therefore, to get an accurate Accounts Receivable, you will want to look at your Monthly AR summary report. For more information on why your aging balances may not equal your accounts receivable, please see: My aging balances do not equal my accounts receivable.
Claim Aging by Insurance Company
To view the aging report by Insurance, change the Aging by dropdown to Insurance. This will list all insurance companies that currently have sessions open to them. The balances are aged by the date you billed the session to that insurance company. This is a great report to easily see claims that are slipping through the cracks. Click the icon associated with the insurance company line to see the sessions that unpaid.
Claim Aging by Provider
To view the aging report by Provider, change the Aging by drop-down menu to Provider. The report lists all providers that currently have patients with unpaid sessions. It will then group those balances based on how old they are.
Why does my aging by Provider differ from my Aging by Client?
The Aging by Client sums up charges of sessions and groups by the client associated with the charge. The Aging by Provider sums up charges and groups them by the provider associated with the charge. One reason the totals can differ is if you have sessions without a provider. This can be the case if a client has purchased supplies.
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