Practice Summary Report – Cloud 9

Summary

The Practice Summary report summarizes the following information for a designated time range: Accounts Receivables, Charges This Period, Payments This Period, Adjustments This Period and Control Numbers. This report can be configured to run over a specified date range for selected locations, all locations, individual doctors, or all doctors. Additionally, you can choose to break the report by a specific field, such as location or orthodontist, to organize the output into separate sections while including data for all relevant individuals.

What displays on this report is largely dependent on the “Show On Practice Summary” checkbox found within each Transaction Type.

To see if a Transaction Type has the "Show On Practice Summary" box check marked, please follow the provided steps.

Step 1 - Click Edit > Setup > Transaction Types.

Step 2 - Select Transaction Types.

Step 3 - Select the Transaction Type and click Edit.

Step 4 - The Edit window will open. Here you can see if the Show on Practice Summary is check marked.

Receivables

The Receivables section provides an overview of the office's Accounts Receivable. This information can be validated by generating the Accounts Receivable Aging by Ins and RP report for the total amount due, including insurance and responsible party balances, corresponding to the end date selected on the Practice Summary report.

-Example image of parameters selected for Practice Summary:

-Receivable results:

Credits showing in the 0-30: Credit balances do not age, thus if any of your patients are paid ahead of their contract schedule, or if insurance has over paid, it will count towards that figure.

Match to the Accounts Receivable Aging by Ins and RP. Parameters must be the same as used in the Practice Summary report as seen in the example image below. The Date is the same as the End Date on the Practice Summary report. Check the Use Current Provider/Location box if the office has deleted providers.

Example image of Accounts Receivable Aging by Ins and RP using the same parameters used in the Practice Summary report:

Sections in the Practice Summary - Report Breakdown by Section

Receivables

Charges This Period

Payments This Period

Adjustments This Period

Control Numbers

Receivables - The following areas are shown in Receivables

-Due Now - Total amount that is Due Now.

-0-30, 30-60, 60-90 and Over 90 Days - These are the aging periods on the account.

-Insurance Portion of the Due Now - Due Now amount for all Insurance Ledgers.

-Credit Balances - Credits showing in the 0-30: Credit balances do not age, thus if any of your patients are paid ahead of their contract schedule, or if insurance has over paid, it will count towards that figure.

-Future Due - The Period Charges yet to cycle to the Due Now.

-Total Accounts Receivable - Total Due.

Charges This Period - The Charges This Period section shows a breakdown and total of all charges posted to ledgers in the specified time period. There are a few subsections in this area, and they will be broken down individually

-Other Charges - Charges posted that were not cycled from the contract and Charges that are not setup with the Show on Practice Summary to show in a breakdown.

-Total Misc Charges - Same as Other Charges.

-New Contracts Added - The sum of the Total Treatment Fee on new contracts started in the date range of the report.

-Down Payment Charges - The sum of all Down Payments charged to ledgers for contracts started in the date range of the report.

-Amount Charged from Contracts - The sum of Periodic Charges from Contracts posting to ledgers at their scheduled time.

-Total New Accounts Receivable Added - The sum of the Total Misc, Charges and New Contracts Added.

-Adjustments to Accounts Receivable - The sum of adjustments.

-Net Accounts Receivable Added - Is how much the A/R has increased due to these charges and adjustments.

NOTE: Down Payment Charges and Amount Charged from Contracts do not count towards the Total New Accounts Receivable Added. These two lines are just for your reference.

Payments This Period - The Payments This Period section gives a summary of all payments posted in the specified time frame by breakdown of type of payment.

Adjustments This Period - Adjustments This Period gives a summary of all adjustments posted in the specified

time frame. It is broken into two sections, Credits and Debits.

The Credits section shows any adjustments posted that subtract from the patient’s

account balance, whereas the Debits section shows any positive adjustments on a patient’s account.

Both sections are broken down by the adjustment type. If you need to see a breakdown of these adjustments per patient, run the Adjustment Report to see a line-by-line detail of the total.

-Control Numbers - The first two items come from the correct selection of a Patient Status. Patient statuses can be changed through the Edit menu > Setup icon > Patient Statuses item.

-Patients in Active Treatment – The count of patients in a treatment status marked as Is Active. The number is derived from the final day of the report parameter. More detail on the breakdown of patients in Active statuses can be found using the Patient Statistical Profile Report.

-Patients in Retention Treatment – The count of patients in a treatment status marked Is Retention. The number is derived from the final day of the report parameter.

-Contract Starts this Period – The number of contracts started this period. You can see a detail of these contracts by running the Case Starts by Start Date Report.

-Accounts Financially Active – The total of any ledger that does not have a zero due balance. If you run the A/R report for all total due accounts with a balance of - $99,999, for insurance and responsible parties, these numbers match.

-Accounts Paid this Period – The number of accounts that have made a payment this period. This

is not the number of total payments received but is the number of accounts that have made a payment.

-New Patient Exam – The number of appointments checked out in this time period

that have New Patient Exam marked in the Tracking section of Appointment Types. To change this, go to

Edit menu > Setup icon > Appointment Types.

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.

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