Payment Reports

The Payments Snapshot Reports section contains payment and adjustment information entered into Therabill for insurance, client, and agency payments.

Helpful Tips

• All client payments should be entered in WebPT and allowed to flow over into Therabill. This will allow you to compare client payments between the two systems in case of a discrepancy.  
• The adjustment column(s) is the total of insurance, client, and agency adjustments.
• All payment reports run by Post Date unless stated otherwise. Different payment types have a different method of recording post date as shown in the table below.  

Below is a summary of each report under the Payments category.

Payment Breakdown

By default, this report will list each client and detail all insurance, client, and agency payments and their total adjustments. 

• Filter using a specified Posted or Deposit Date Range and/or sort by Facility.
• If you choose to view the report Breakdown by Provider, then unassigned payments will not be included. Unassigned payments are tied to clients and are not associated with a therapist until posted to a specific session.
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Note: As client payments are recommended to be entered into WebPT directly, the Copay column will typically be blank. The sum of the following columns is equal to the total client payments: Client Pmts, Copay, and Unassigned.

Payment Method Breakdown

This report gives a summary of payments entered by payment method (check, credit, cash, and EFT).  It groups all payments by the method of payment and provides 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, deposit date range, and facility, you can also filter by specific payment type (Patient/Client, Insurance, Agency).

Note: 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.

Payments by Date

This report will group your payments based on your choice of date range: Deposit Date, Check Date, Posted Date, or Date of Service.

Payments will not show based on the date entered for the filter.  For example, if you are not entering deposit dates when entering payments, then those payments will not show up when viewed by Deposit Date. As mentioned at the top of the article, all payments will have a Post Date.

Note: Unassigned payments will never appear when filtering by Date of Service, as they have yet to be assigned to a session/service.

Payments by Code

Here you can view a summary of payments received during a specified Posted Date range or Deposit Date Range by service code (CPT w/ modifier or custom). This report lists each service code that has had payments applied to it during the posted date range. 

If you do not see a code listed, that means that no payments were posted to that code within the specified date range. A summary is provided of the total number of payment types on a code, the total insurance payments, client payments, agency payments, and adjustments applied to those service codes.

Note: If you post two separate client payments on a single code within a session, it will count as one in the Count column.

Insurance Payments (EOB)

This report is can be used to verify posted insurance payments. The listed is sorted by check number, but can be further filtered by Received Date (equivalent to Post Date) or Deposit Date Range, Facility, and can be grouped by Insurance, Provider, or Client.

This report will only be useful/accurate if you are entering check numbers when posting insurance payments. If a check number has not been entered for an insurance payment, the service line(s) will appear under a No Check Number Entered section.

In addition to the provider, the payment and adjustment amounts entered, this report also shows the charge amount of each service line followed by the total payment/adjustments entered for the service as a whole. This can be beneficial when a client has multiple insurances. The final column shows the remaining balance on each service line after taking into account the total payments/adjustments posted.

Note: The Session Totals columns incorporate the payments/adjustments that have been applied using the check you are viewing on the report.

Insurance Payments by Code

For more information, please see: Insurance Payments by Code

This report shows insurance payments and adjustments grouped by insurance company and further broken down by your choice of Service/CPT code, Service/CPT Code w/ Modifier, Payment Class, Session Class, Client, Provider, Check Number, Authorization, Units.  You can also filter by Post Date range, Deposit Date Range and Facility.

This is a great report to use to calculate various averages. You can find the average amount each insurance pays on a specific code or even the average amount each provider is reimbursed by a specific insurance.

Payment Velocity

This report gives you an indication of how fast you are being paid.  The Payment Velocity Report lists payments during a posted date range or deposit date range that you supply (along with a variety of other filters).  For each payment, it lists the Client Name, Service Code (CPT), Rendering Provider, Payer, Payment Amount, Date of Service the payment was applied to, the date it was invoiced (Billed Date), and the Post Date of the payment.

• Days to Bill:  This is the number of days from the date of service until the date you billed it out.  This is an indicator of how long it takes you to bill out the claim.
• Days in A/R: This is the number of days between the date you billed it out and the Post Date of the payment.  This is how long it took for the payer to pay you.
• Total:  This is a total of Days to Bill and Days in A/R.  This is the number of days between the date of service of the session and the posting of the payment.

Note: The Days to Bill is solely based on the Date of Service. If the session was not entered into Therabill on the same day as the DOS, this number will be slightly skewed.