Summary
The Treatment and Financial Summary report compiles key counts and financial totals to support the monthly reporting needs of practices. This document outlines the criteria used by Cloud9 to calculate each count and financial total. It also reviews the setup requirements necessary for the report to load correctly, identifies the data sources used to generate the values, and, where applicable, highlights other financial or treatment reports that can be used for comparison.
Setup
Before running the Treatment and Financial Summary report, you must check that at least one of the patient statuses is marked with 'Is Tx and Fin Summary.' To do this, navigate to Edit > Setup > Patient Statuses. Then pick a patient status that you want to show on the Treatment and Financial Summary Report and click 'Edit.' Then check the check box for 'Is Tx and Fin Summary' and then click save.
**Please Note: If at least one Patient Status is not marked as 'Is TX and Fin Summary', the report will not return any results.
Running the Report
This report's parameters are simple. Simply enter the date range for the report information you wish to see, and the locations you want to view the data for, and then click 'Preview.' If multiple locations are selected, it will display each location with its own page of data.
Report Information
The next two sections will look at the different areas of the report, and where the data pulls from in Cloud 9, where applicable.
Treatment Information
The first column of the report has the below treatment information. Each field will be explained briefly here.
| Orthodontist’s Clinical Hours | • Total Hours from Time Clock for employees with “Doctor” as the Employee type. • Doctors MUST use the Employee Time Clock feature for this field to be accurate. |
| Number of Patient Days | • Any day with 5 or more appointments scheduled is considered to be a “Patient Day”. |
| Total Staff Hours | • Total Hours from Time Clock for employees without “Doctor” as the Employee Type. |
| New Patient Exams | • Total number of Dismissed Appointments with “New Patient Exam” in Tracking. (This can be found by navigating to Edit > Setup > Appointment Types > Select Exam Appointment > Tracking. Make sure under the "Tracking" section it is marked as "New Patient Exam." • This will NOT include appointments that were Cancelled, Rescheduled or marked as No-Show. |
| Exams to Recall | • The total number of Recalls added to the system within the date range used for the report. |
| Case Starts - The patient statuses that will be listed here under case starts must be marked with "Is Tx and Fin Summary" in Edit > Setup > Patient Statuses. Each practice handles this differently, so you could have a long list of all active statuses, or you could have just a few. You must have at least one patient status marked "Is Tx and Fin Summary" for the report to generate. | • Will match an office’s list of Patient Statuses marked as “Case Start” and gives totals for each Status with a Status Start Date within the applicable date range. • Status Start Date is found under Edit Patient > Tracking. • Matches the Patient by Patient by Patient Status report. |
| Scheduled Emergencies | The number of patients who have a Treatment Card Entry marked as "Emergency" AND an Appt on that date that was already scheduled prior to that day. |
| Unscheduled Emergencies | Treatment Card Entry marked as "Emergency" AND a same-day scheduled appt or no scheduled appt. |
| Debands | Total number of patients with a Deband Date within the date range of the report. • Deband Date is found under Edit Patient > Tracking. |
| Patients Scheduled | Number of Scheduled appointments • Matches Scheduled Appointments report with same date range and location criteria. |
| Failed Appointments | Total number of appointments marked as No-Show or Re-scheduled to a day other than today. |
| Retention Patients Seen | Total number of Patients in Retention Status who have a scheduled appointment. • A patient in Retention status with multiple appointments during the date range will only count once. |
| Patients Seen Beyond Estimated Completion Date |
Number of Patients who had an appointment in the date range and the patient is past their estimated completion date. • Can be verified with data miner. Read THIS ARTICLE to see how. |
| All Patients Beyond their Estimated Completion Date |
All Patients in an Active Status who are beyond their Estimated completion date prior to the day the Report is generated. • Can be verified with data miner. Read THIS ARTICLE to see how. |
| All Patients in Active Treatment | Total Number of Patients in an Active Status. • Matches “Practice Summary” for Patients in Active Treatment. • Matches Data Miner for Patient Status is Active = True in filter and column fields. |
Financial Information
The second column of the report has the below financial information. Each field will be explained briefly here.
| Gross Charges | Total Charges posted within Date Range. • Matches “Production by Date Range” report with same date. range • Matches “total new accounts receivable added” on Practice Summary. |
| Adjustments | Includes ALL Adjustments and Corrections not including Reversals. • Contract charge amounts are AFTER Discounts including reversals. |
| Net Charges | Gross Charges minus Balance Adjustments. |
| Gross Collections (Payments) | Total Payments posted within Date Range. • Matches “Receipts by Date Range” report with same date range. • Matches “Total Payments” on Practice Summary. |
| Collection Adjustments | Reversals, Voids (credit card), Corrections that affect payments. • Matches “Adjustments” totals on Net Receipts by Date Range report. |
| Net Collections | Gross Collections minus Collection Adjustments. |
| Earned and Unearned Receivables | Total Accounts Receivable • Matches Accounts Receivable Report for all non-zero Total Due Accounts, both Insurance and RP. |
| Total Delinquents | Total Past Due balances • Matches Accounts Receivable Report for all non-zero Total Due Accounts, both Insurance and RP • Add 31-60, 61-90, and >90 buckets together. |
| Patient Delinquents | Total Responsible Party Past Due balances • Matches Accounts Receivable Report for all non-zero Total Due Accounts – RP ONLY. • Add 31-60, 61-90, and >90 buckets together. |
| Insurance Delinquents | Total Insurance Past Due balances • Matches Accounts Receivable Report for all non-zero Total Due Accounts, both Insurance and RP. • Add 31-60, 61-90, and >90 buckets together. |
| Lab Expenses (do not include Invisalign expenses) |
NOT Tracked in Cloud9 |
| Lab Expenses – Invisalign ONLY | NOT Tracked in Cloud9 |
| Sure Smile Expense | NOT Tracked in Cloud9 |
| Clinical Supply Expense | NOT Tracked in Cloud9 |
| Clerical Supply Expense | NOT Tracked in Cloud9 |
| Marketing Expense | NOT Tracked in Cloud9 |
| Facility Expense | NOT Tracked in Cloud9 |
| Staff Wages (salaries + bonuses paid) | NOT Tracked in Cloud9 |
That is each column of the Treatment and Financial Summary Report, and where they pull in Cloud 9. Below are screenshots from a Test Data Site that show what the report looks like. Each location will have its own page with the data mentioned above.
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.