Summary
The Case Starts by Start Date reports provide a detailed view of all contracts started within a specified date range. These reports display key financial data for each contract. The report family includes a standard report, (Case Starts by Start Date), and two companion reports, (Case Starts by Start Date A and Case Starts by Start Date B). The reports can be used to review and analyze contract starts and if using A or B, separate Responsible Parties by credit risk with risk codes.
Report Variant - What Data Each Report Looks At
Case Starts by Start Date: The base report. Displays all contracts started within the selected date range regardless of risk code. Note: Patients without a risk code will only appear in this report.
Case Starts (A) by Start Date: Includes only responsible parties with a risk code of A+, A, or A−. This represents lower-risk patients as defined by the practice.
Case Starts (B) by Start Date: Includes responsible parties with a risk code of B, C, or a 100% Courtesy Discount. This represents higher-risk or courtesy patients.
Data Displayed in the Reports
For each contract started within the date range, the following fields are included: Gross Fee, Discount Amount, Discount Type, Net Fee, Estimated Insurance, Down Payment, Periodic Fee Amount, Due Date, Number of Periodic Fees, and Number of Tx Visits.
Report Filters
All Case Start reports require start date and end date. Location is also required but is based on Assigned Location, not Posted Location. Provider(s) is an optional field you can pick specific providers or leave it blank. You can also choose to display only patient ID or break by location, provider, or none, and it will separate it out into types but not break by location or provider.
Risk Codes
Risk codes are entered on the patient or responsible party record (Edit Patient / Responsible Party) and reflect the practice's assessment of a person's credit risk. It is up to each office to determine their own risk appetite and assign codes accordingly. To learn how to enter risk codes CLICK HERE.
Case Starts (A) applies to risk codes A+, A, and A−, representing lower credit risk patients typically on standard payment arrangements.
Case Starts (B) applies to risk codes B, C, and 100% Courtesy Discount, representing higher credit risk or courtesy patients that may warrant closer monitoring.
100% Courtesy Discount Setup
In order for patients to show in the results for 100% Courtesy Discount, the Discount Transaction Type needs to be setup for these results. Please follow the steps below how to setup the Discount Transaction Type to show. Link to article for Transaction Types Transaction Type Setup
Step 1 - Click Edit > Setup. (The user must have correct permission applied by practice 'Edit Library Items'.)
Step 2- Click on Transaction Types in the left hand side Setup Menu and follow the next seps to add a new 100% Discount Transaction Type.
Step 3 - On the Transaction Type window click Add.
Step 4 - This below dialogue window will open.
Step 5 - Enter the required fields. Type should say Court Disc. Description should say 100 Discount. Category should be 'Adjustment.' Adj. Type should be 'Balance.' In the lower section of the box make sure to check the 'Is Paid-In-Full Discount', 'Show on Adjustment Report', 'Is Courtesy Discount', 'Is Discount', 'Treat As Ortho' options. Then Click 'Save.' Screenshot below of what the box should look like before saving.
Step 6 - Click the + sign under Tracking and enter something to track it with. The example below is B Tracking.
Step 7 - Click Ok and then click 'Save.' Now patients with 100% Courtesy Discount will show on the (B) report when you enter that discount on their contract.
Running the Report
Step 1: To access the reports, click on 'Reports' in the Cloud 9 menu bar, and then select 'Reports' from the dropdown menu that appears.
Step 2: Click on Financial.
Step 3: Select the desired report from the displayed list of financial reports. You may enter the report name in the search box to display only the specified report. This snapshot provides a limited perspective of the financial reports.
Step 4: Enter the parameters desired in filters then click 'Preview' to see the results.
Case Starts by Start Date A Screenshot Example:
Case Starts by Start Date B Screenshot Example:
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.