The Credit Balance Report is used to manage and track the Unapplied Credits in the practice. This report can be used to identify all the patients with remaining credit amounts and outstanding balances.
This report shows real-time data. The Credit Balance report is available in two views - Summary and Detail View.
In the Summary View, you can see the total amount of credits that have not been applied to specific locations. It also shows how long these credits have been sitting without being used, sorting them into different time periods to give you a clear picture of their status.
In the Detail View, you can see how many unapplied credits each patient has, along with their Name, the Name of the person responsible for their account, any Advance Payments made, their Outstanding Balance, and more details.
Summary View
For the Credit Balance Summary View Report, your filter options include:
- Day*: This report is dated by the Transaction Date of the receipt. The current date will be selected by default. The report will show the Aging of credits that have been added until the specified day.
- Group Credits By*: Choose whether to Group Credits By ‘Receipt Location’ (set as default) or ‘Default Location’. When the selection is the Default Location, all credits from receipts added in different locations would be grouped under the Default Location and shown. Only one entry would be created corresponding to the patient and the aging of credits would be put in each bucket in that single entry. When the selection is Receipt Location, it will show the unapplied credits added from each receipt location as a separate entry.
- Location*: Focus the report on receipts added from the selected locations if group by Receipt Location is chosen or focus the report on generated at the selected Location(s).
- Aging Bucket*: Choose whether to generate data based on credit that has been aging. You can choose the Aging Bucket as either Till 120 or Till 180. By default, the Aging Bucket will be set to 'Till 120'.
- Ind Outst.*: Filter the report by the patients that have individual Net Balance Outstanding, regardless of the entire account’s balance. Specify whether to generate data based on Individual Outstanding amount of 'Less Than' 'Greater Than' 'Equal To' (and so on) than your specified dollar amount. By default, Greater than Equal to $0 is selected.
- Patient Unapplied*: Filter the report by the patients that have the individual patient unapplied, regardless of the entire account’s unapplied. Specify whether to generate data based on Patient Unapplied with a total amount of 'Less than' 'Greater than' 'Equal to' (and so on) than your specified dollar amount. By default, greater than $0 is selected.
Detail View
For the Credit Balance Detail View Report, your filter options include:
- Day*: This report is dated by the Transaction Date of the receipt. By default, the date will be for the current day. The report will show the aging of credits that have been added until the specified day.
- Group Credits By*: Choose whether to Group Credits By ‘Receipt Location’ (set as default) or ‘Default Location’. When the selection is the Default Location, all credits from receipts added in different locations would be grouped under the default location and shown. Only one entry would be created corresponding to the patient and the aging of credits would be put in each bucket in that single entry. When the selection is Receipt Location, it will show the unapplied credits added from each receipt location as a separate entry.
- Location*: Focus the report on receipts added from the selected locations if Group By is set to Receipt Location or focus the report generated at the selected location(s).
- Aging Bucket*: Choose this option to generate data based on credit that has been aging. You can choose the Aging Bucket as either Till 120 or Till 180. By default, the Aging Bucket will be set to Till 120.
- Patient Flag: Select a Patient Flag or flag to focus the report only on patients that have the patient flag associated with the profile. These flags are determined and customised by each practice. Leave the option All to find credit balances for all patients, regardless of their flags.
- Patient Type*: Leave this option as All to include all types of patients in the report or choose either the Orthodontics or General Type to narrow the report to one patient type. By default, the Patient Type will be set to All.
- Patient: Search for and select a patient or patients to focus the report only on the balances for specific patient(s).
- Responsible Party: Search for and select a responsible party to focus the report only on the balances for specific responsible parties.
- Ind Outst.*: Filter the report by the patients that have the individual net balance outstanding, regardless of the entire account’s balance. Specify whether to generate data based on Individual outstanding amount of 'Less Than' 'Greater Than' 'Equal To' (and so on) than your specified dollar amount. By default, greater than or equal to $0 is selected.
Results
Summary View Report
The report provides information in column form grouped by location as selected. Remember that you can use the tools in the top blue icon bar to move quickly through the pages or adjust the size.
(Aging Bucket - Till 120)
(Aging Bucket - Till 180)
- 0-30: The dollar amount of unapplied credits that have remained unapplied for 30 days or less.
- 31-60: The dollar amount of unapplied credits that have remained unapplied for at least 31 to 60 days.
- 61-90: The dollar amount of unapplied credits that have remained unapplied for at least 61 to 90 days.
- 91-120: The dollar amount of unapplied credits that have remained unapplied for at least 91 to 120 days.
- 121-150: The dollar amount of unapplied credits that have remained unapplied for at least 121 to 150 days.
- 151-180: The dollar amount of unapplied credits that have remained unapplied for at least 151 to 180 days.
- Total Patient Unapplied Credits: The Total of all unapplied credits remaining for all Patients in the selected Location. The report also has a totals row “Total” that shows the consolidated total dollar amount of unapplied credits in each aging bucket and the total unapplied credits over all of the locations selected.
Detail View Report
The results columns shown in this report include:
- Responsible Party: The person who is responsible for the account of the patient is shown in the next column.
- Resp Party ID: The system-assigned number used to identify the Responsible Party and their records. Click this hyperlink to be taken to this Responsible Party's ledger.
- Patient Name: This person who was seen by the provider and who has the credit or has an outstanding balance.
- Patient ID: The system-assigned number used to identify this patient and their records. Click this hyperlink to be taken to this patient's ledger.
- Patient Type: Identifies the patient as an orthodontic or general patient type.
- Location: Shows the Location as per the selection you made in Group Credits By.
- Indiv Outst: The dollar amount of the Balance Due Patient amount of the patient.
- 0-30: The outstanding dollar amount of unapplied credits that have remained unapplied for 30 days or less.
- 31-60: The outstanding dollar amount of unapplied credits that have remained unapplied for at least 31 to 60 days.
- 61-90: The outstanding dollar amount of unapplied credits that have remained unapplied for at least 61 to 90 days.
- 91-120: The outstanding dollar amount of unapplied credits that have remained unapplied for at least 91 to 120 days.
- 121-150: The outstanding dollar amount of unapplied credits that have remained unapplied for at least 121 to 150 days.
- 151-180: The outstanding dollar amount of unapplied credits that have remained unapplied for at least 151 to 180 days.
- Total Unapplied Credits: The dollar value of the total of all credits for the particular patient under the responsible party. These credits have not been applied against any outstanding balance for the patient.
- Advanced Payments: The total dollar amount of advance payments collected. It would calculate the sum of all advance payment receipts and show it against the patient entry.
- Acct OutSt: The dollar value of the outstanding account balance for all the patients under the responsible party.
- Acct Unapplied Credits: The dollar value of the total of all credits for all the patients under the responsible party. These credits have not been applied against any outstanding balance for any patients.
- Last Paid Date: This column shows the date of the most recent patient payment transaction made.
- Last Paid Amount: This column shows the amount of the most recent patient payment transaction made.
Special Cases
- When using the Default Location grouping, all unapplied credits from receipts across different places are grouped together under the patient's main location, showing just one entry per patient with credit aging details.
- When grouping by Receipt Location, each location where a patient's receipts were added appears as a separate entry in the report, potentially resulting in multiple entries for the same patient.
Practices can use this simple guide to obtain an overview of the Credit Balance Report in CareStack.