Aged Accounts Receivable by Location

With the Aged Accounts Receivables by Location function, you can print a report that provides the outstanding claims that have been submitted to insurance carriers. The information on the report is based on the entries recorded in each patient's insurance ledger. The aging of the balances is based on the date the charges were filed or refiled to the insurance carrier. Each time a charge is refiled, the aging is recalculated based on the refile date.

NOTE: This is not necessarily a true aged accounts receivable and generally will not balance to the standard Aged Accounts Receivable reports because:

The report includes any accounts that have had charges refiled to a carrier, even if they had a prior payment or denial posted against those charges.
It includes any open item that has been filed to insurance, even if the entire account balance is zero or has a credit balance.
It reflects the amounts owing from every insurance carrier, and patients may have more than one primary or secondary carrier.
Each time a charge is refiled, the aging is recalculated based on the refile date on this report. But, the charges continue to age based on the accounting date on the standard Aged Accounts Receivable reports.
To get a true aged accounts receivable total, use the standard Aged Accounts Receivable reports.

You can also print this report from the Aged Accounts Receivable by Insurance menu under Reports, Insurance Related Reports menu.

You can print this report to Excel by selecting the Microsoft Excel via MyReports option in the Printers dialog box. For additional information about the printing options available, see Printing in CGM webPRACTICE under the Introduction section of Help and MyReports under the main Reports menu.

Upon accessing this function, the Aged Receivables by Location screen displays.

Data Field Information

Prompt	Response	Len
Begin with Plan Code	Type the code you want to begin with, click the magnifying glass to search the table or leave the field blank to start with the first code in the table.	3
End with Plan Code	Type the code you want to end with, click the magnifying glass to search the table or leave the field blank to end with the last code in the table.	3
Insurance Class	Type the code you want, click the magnifying glass to search the table or leave the field blank to include all codes in the table.	5
From Insurance Code	Type the code you want to begin with, click the magnifying glass to search the table or leave the field blank to start with the first code in the table.	10
Through Insurance Code	Type the code you want to end with, click the magnifying glass to search the table or leave the field blank to end with the last code in the table.	10
Begin with Location Code	Type the code you want to begin with, click the magnifying glass to search the table or leave the field blank to start with the first code in the table.	5
End with Location Code	Type the code you want to end with, click the magnifying glass to search the table or leave the field blank to end with the last code in the table.	5
Assignment Charges Only	If you only want to include charges that Assignment was accepted for, select this check box.	1
Primary Carriers	If you want to include claims filed for Primary Carriers, select this check box.	1
Secondary Carriers	If you want to include claims filed for Secondary Carriers, select this check box.	1
Tertiary Carriers	If you want to include claims filed for Tertiary Carriers, select this check box.	1
Suppress Pends	If you want to suppress claims that have been pended and not include them on the report, select this check box.	1
Fee Schedule Totals	If you want to run the report based on your Fee Schedules, select this check box. This provides amounts that your office will likely receive based on the fee schedules, rather than what is actually owing. If there is any activity on the transaction or if there is not a fee schedule attached to the transaction, the A/R defaults to what is left owing on the transaction.	1
Print By	Select the type of date you want to use when printing the report.	1
Print from Date	Type the date you want the report to start with or click the calendar icon to select a date or leave the field blank to print every open item up through the selected 'Through Date'.	10
Print through Date	Type the date you want the report to end with or click the calendar icon to select a date. If you select a date prior to the current date, you should not select to include the insurance or patient balances on the report because those figures cannot be accurately calculated for past dates. If you select a date prior to the current date, the program automatically scans for any deleted patient accounts to ensure the totals provided for that time period are accurate.	10
Show A/R as	If you want the A/R to print the current open item balances, select Current Balance. If you want the A/R to print the open item balances up through the Ending date, select Balance on Ending Date. Note: If you select Balance on Ending Date, the balances will not include any payments or adjustments applied after the selected ending date.	1
Summary Only	Select the printing option you want. Yes - The total number of outstanding claims, the total balance and the aging of that balance in 30-day increments will print for the selected sorting option. No - The detailed patient information will be included on the report: the patient number, guarantor name (and patient name if different from the guarantor's) date of birth, date of last visit and payment, total balance, aged balance per patient, group number and policy number. Recap - Only the final Summary page will print.	1
Alpha or Numeric List	Select the printing option you want.	1
Transaction Detail	If you want the transaction detail for the outstanding balance to print, select this check box. Detailed information on the outstanding charges will print for each patient, including: the date of service, the patient's name, the procedure code or its equivalent procedure code (if one has been entered), procedure amount, date of insurance activity, type of insurance activity (for example, co-pay, filed, payment, refiled), the amount filed or refiled to insurance, performing and insurance doctor codes including their provider ID or tax ID number, and the diagnosis code(s).	1
Include Claim Totals	If you want the DMS Notes entered on the accounts to print on the report, select this check box. Family Billing Only - If your CGM webPRACTICE software is set to Family billing, then the NOTES entered for all family members will print on this report.	1
Include Notes	If you want the DMS Notes entered on the accounts to print on the report, select this check box. Family Billing Only - If your CGM webPRACTICE software is set to Family billing, then the NOTES entered for all family members will print on this report.	1
Include INotes	If you want the DMS Insurance Notes (INotes) entered on the accounts to print on the report, select this check box. Family Billing Only - If your system is set to Family billing, then the INOTES entered for all family members will print on this report.	1
For Balances Older than	Type the number of aging days to include all balances over that given number of days, or leave at zero.	4
Balances Greater than $	Type the minimum insurance balance you want for the sorting options selected above or leave the field blank to include all insurance balances.	9
Print from List	If you want to print this report based only on the patients contained in a previously defined DMS List, select the list you want to use.	20

Sample Report
The report is sorted first by plan code, then by insurance carrier that the charge is currently filed under and then by the location on the charge (not the Default Location on the account), with a new page started for each plan code. The information provided on this report is: the insurance carrier code, carrier name, carrier address, telephone number, fax number, and the first comment line (if entered) for the insurance company. Depending on what information you decided to include in the report, the patient and transaction detail will also print.

Note: If you selected the Transaction Detail check box, the report will also print the Tax ID number stored in the Change Database Parameters function for the performing and insurance doctor codes unless provider numbers have been stored for the codes in the Maintain Doctor Provider Numbers function, which will take precedence. It is helpful to have the provider numbers on the report if you are using the report to call insurance carriers on the unprocessed claims.

After the last patient for each location within each insurance carrier, the report will print the total number of patients with outstanding claims, the total amount outstanding and the aging of that amount for that insurance carrier / location combination.

A Summary page is printed at the end of the report which includes: the plan code, plan name, total number of patients with outstanding claims, the total balance and aged balance for each plan. Following the plan code summary is a breakdown of each location within the plan code, and following that is the grand total of patients with outstanding claims, the grand total of the insurance accounts receivable and the aging of that grand total.