The Daily Journal Report is used to view the Daily Productions and Collections of the practice. This report can be used to view and compare the codes that have been completed for the day and receipts that have been added for the day.
To access the Daily Journal Report, perform the steps below.
- Navigate to the System Menu > select Operational Reports.
- Click the Daily Journal (+) sign or click Generate Report.
- The report gives the user a comprehensive idea of the daily transactions and diverts attention to potential areas where the practice loses money. The report shows real-time data in two views - Summary and Detail View.
- All dates are based on the Transaction Date. The Summary View shows the consolidated total production and collection for the selected Date Range.
- It also shows the Payment Summary which consists of Unapplied Payments (in the selected date range), Applied Payments (in the selected date range), and Applied Payments from receipts that were added prior to the selected date range.
- The user can also see the Total Applied Payments from the Payment Summary.
- You will have the ability to view the Daily Collection and Production grouped by either Provider or Location.
The Detailed View allows you to drill down further at the patient level on each action the user performs.
Use Case
- The Daily Journal Report can be used to obtain a detailed idea of all transactions that happen in the practice. The ability to see the transactions that happen grouped by each action helps the practice to have a clear idea of the productions and collections in the practice.
- The daily journal report is also a useful tool to map the daily provider production. This helps the practice determine the exact revenue produced by each provider.
Criteria
| Note: The filters marked with red asterisk signs are mandatory fields. |
- Setting the filter criteria is important for building your report. It allows you to focus exactly on the information that you need without having to wade through unnecessary information.
Summary View
For the Daily Journal Summary View Report, your filter options include:
- Group By*: Decide whether to group your report results by Provider or Location. The location specified will be the treatment location for the completed codes and the receipt location for all the receipts added to the system. By default, the Provider will be selected.
- Date Range (Max 6 months)*: Select this option to focus your report on Transactions and Completed Codes made within your selected date range. The date range can be selected for a maximum of 3 months. By default, the date range will be Today.
- Provider: Select this option to focus your report based on the selected Treatment Provider(s).
- Location*: Select this option to generate your report data based on Transactions and Completed Codes made at the selected Location(s). By default, the location will be the user’s default location.
Detail View
For the daily journal Detail view report, your filter options include:
- Date Range (Max 6 months)*: Select this option to focus your report on Transactions and Completed Codes made within your selected date range. By default, the date range will be for Today.
- Provider: Select this option to focus your report based on the selected Treatment Provider(s).
- Location*: Select this option to generate your report data based on Transactions and Completed Codes made at the selected Location(s). By default, the location will be the user’s default location.
- Action: Select this option to choose the Action made on the transaction (whether a code was completed or deleted, the fee was updated, a payment was made, a receipt was refunded, etc.)
- User: Select this option to focus your report to display only the transactions or completed codes or both, made by the selected user.
- Patient Flag: Choose to focus the report based on the patients with the selected Patient Flags.
- Patient: Choose to focus the report based on the selected Patients.
- Group By*: Choose to group by Location, Provider or Patient. By default, 'None' is selected.
- Columns*: Choose the columns you wish to see in this report. By default, 10 of the most relevant columns will be selected.
Results
Summary View
The first section of the summary view contains the consolidated total of all productions and collections of all the selected locations and shows the Transaction Date, Patient Name, Patient ID, DOS, Code Categories, Location, Provider, Gross Production, Action and Payment Method.
- Completed Codes: The codes that have been completed in the selected date range in the selected location.
- Fee Updates: The fee updates that have been made for the completed codes. If the total fee is an update made in the selected date range is less than the total estimated fee, then the amount will be displayed in red colour inside closed brackets.
- Deleted Codes: The dollar amount of balances removed when these procedure codes were deleted from the system. The amount will be displayed in red colour inside closed brackets.
- Production Adjustments: The dollar amount of production adjustments made against an outstanding balance, either to increase or decrease the amount of production generated. If the total adjustment is a negative amount, then the amount will be displayed in red colour inside closed brackets.
- Migrated Production: The total migrated production from the practice's previous software.
- Total (Net Production): The dollar amount of production generated plus/minus any production adjustments made.
The next section inside the consolidated grid shows the net collections from receipts in the selected date range.
- Receipts: The dollar amount of payments that have been accepted and entered into the system.
- Deleted Receipts: The dollar amount of payment receipts that have been deleted out of the system. The amount will be displayed in red inside closed brackets to indicate a negative transaction.
- Receipt Updates: The total dollar amount involved in receipts that were updated, in the instance that the payment amount on an insurance receipt is updated (for example, the receipt was made for $100, but then the receipt was updated to reflect a payment of $120). If the total receipt update is a negative amount, then the amount will be displayed in red inside closed brackets.
- Refunds: The dollar amount of payments that have been refunded to the payer. The amount will be displayed in red inside closed brackets to indicate a negative transaction.
- NSF Receipts: The dollar amount of payment receipts that have been marked as Non-Sufficient Funds. The amount will be displayed in red inside closed brackets. Even if the NSF is reversed, the amount in the check that was marked as NSF will still be displayed here.
- Reverse NSF Receipts: The total dollar amount involved in receipts that were reversed due to insufficient funds.
The next sections inside the summary view are Grouped by Provider or Location depending on the group option the user selects.
- If the user chooses to group by Provider, the section after the consolidated total will be the Net Productions and Collections mentioned above for each provider. For each section of the provider, the Net Collection and Production will be shown for each location and the Provider Total.
- If the user chooses to group by Location then after the consolidated Total, the Net Production and Collection will be shown for each Location. For each section of the Location, the Net Collection and Production will be shown for each provider.
Detail View
The results columns shown in this report include:
- Transaction Date: The date the code was marked as completed in the system or the date the receipt was added to the system.
- Patient Name: The name of the patient to which the transaction applies, whether it was a completed code, refund, deleted receipt, or so on.
- Patient ID: The system-assigned number to identify this patient and their records. Click on it to quickly navigate to the Patient Ledger.
- D.O.S: The date on which the patient was seen by their treatment provider for the completion of these services.
- Code Description: The procedure code name along with its description.
- Tooth/Area: The Tooth/Area on which the procedure code was done.
- Surface: The surface of the tooth to which the procedure code applies.
- Location: The treatment location for the listed procedure code or receipt.
- Provider: The treatment provider that applies to the listed procedure code or receipt.
- Gross Production (Trans. Date): The dollar amount of the completed transaction, or the total fee of the procedure code at the time of check-out.
- Insurance Amount: The Insurance payable amount at the time of code completion.
- Patient Amount: The Patient's Payable amount at the time of code completion.
- Action: The action performed for the transaction (Completed a Code, Deleted a Code, Updated Fees, Made a Payment, Refunded a Receipt, etc)
- Payment Method: The method of payment accepted or refunded, whether it was made via Visa, MasterCard, Cash, Check, etc.
- Carrier: The insurance carrier to which the Payment, Refund, or Adjustment applies.
- Receipt #: The system-assigned number is used to identify the payment that has been entered into the system.
- Unapplied: The dollar amount on a receipt remains to be applied towards any outstanding charges.
- User's Name: The name of the user that completed the transaction in the system.
- If the Show Total check box is enabled, the detailed view report will be grouped into sections depending on the actions. The report will have entries grouped by actions such as Completed Codes, Receipt Addition, Receipt Deletion, etc.
| Note: The Daily Journal Report provides a comprehensive overview of a practice's daily transactions, including both production and collection data. It allows users to analyse real-time information, either through a Summary or Detailed View, and to focus on specific transactions using a variety of filters. |
Practices can use this resourceful guide to learn about generating the Daily Journal Report in CareStack.