Futura SoftwareApplications User Guide TABLE OF CONTENTS

Transcription

1 REPORTS

2 Futura SoftwareApplications User Guide TABLE OF CONTENTS Using the Right Report Cross Checks Familiarizing Yourself with Report Basics Standard Windows and Options Basic Journal Reports and Sales Analysis Options Window Basic Aging and Collection Reports Options Window Elemental Report Functions Limit Reports by Item Limit a Report by Segment Include Only Particular Insurance Types in a Report Include Only Particular Insurance Carriers in a Report Print Detail Option Printing Reports Print Part of a Report Only Generating AR Reports Run Reports with Information about Your Daily Transactions (Journal Reports) Period Journal (Summary) Period Journal (Detailed) Patient Journal (Detailed) Deposit Slip Payment Sheet Payment Journal Deductible Sheet Deductible Summary Sales Tax Journal Reimbursement Journal Business Activity ERN EOMB Report Audit Trail Commission Trial Balance (Gl) Cash Drawer Run Reports to Find Out What Payments are Due and When (Aging Reports) Aged Patient Aged Details Aged Insurance Aged Summary Run Reports to Find Out What Payments are Past Due (Collections Reports) Patient Insurance 26

3 Generate Sales Analysis Reports 27 Run an Analysis of Your Revenue By Transactions Analyze Your Transaction Revenue Balance by Date Analyze Your Transaction Revenue by Diagnosis Code Analyze Your Transaction Revenue by HCPC Code Analyze Your Transaction Revenue by Referring Doctor, by Referring Doctors Associated with a Certain Specialist, or just by Specialist Analyze Your Transaction Revenue by Locaion, by Locations Associated with a Certain Specialist, or by Service Location only Analyze Your Transaction Revenue by Patient or Insurance Run an Analysis of Your Revenue By Patients Create Custom Reports with Report Writer Customize and Generate a Report Run an Existing Custom Report Use Headers and Footers for Custom Reports Add, Edit, and Delete Information (Fields) for Customized Report Create a New Report Futura Software Application - Reports > Table of Contents ii

4 Using the Right Report The Futura Application includes real-time accounting feature.this means when a new charge or payment is entered, it is immediately a part of the database, and the system adjusts the accounts receivable balances. This allows reports to run on the most current information every time. The only reasons this might change would be a change in the system date or a deletion or modification of data that has been posted. If the system date has been rolled back, it may adversely affect the previous post cycle. IMPORTANT! Rolling the system date back is strongly discouraged. Futura offers you a large variety of reports from which to choose: Accounts Receivable You can choose from several different reports here to compile just about any information you need about your accounts receivable activities. Accounts Payable There are many reports available that allow you to track your accounts payable tasks. Inventory You can easily run one of several inventory reports to help you to keep careful records of current and used inventory, inventory management, as well as for the purposes of re-ordering, etc. Sales Analysis These reports give you the ability review any and all sales activity related to a number of items associated with patients and/or transactions. Custom Reports There are many custom reports provided with the Futura application installation. These custom reports are those that have previously been found to be the most useful and most common. However, in addition to those included with the software, you can have any existing report type customized, as well as have nearly any report that doesn t exist created for you by the Futura Tech Support Department. NOTE: Contact Futura Tech Support for more information on creating custom reports for your business. Futura Software Application - Reports > 1

5 Cross Checks There are areas of different reports which should give identical information (calculated in different ways) which are handy for checking the accuracy of your data. They are as follows: A) The total of new transactions from the Period Journal Summary (see page 18) should equal the total of new transactions from the Business Activity report (see page 21). B) Total income from the Deposit Slip report (see page 19) should equal the income of the Payments Sheet report (see page 19). C) The total AR Credits from the Payments Sheet report (see page 19) should equal the total credits from the Business Activity (see page 21). D) The total AR Debits from the Payments Sheet report (see page 19) should equal the total debits from the Business Activity (see page 21). IMPORTANT! All of the above assume that the period in question is identical for all reports and that the options selected are identical for all reports. If you get discrepancies run the AR Trace report to locate data anomalies and follow its' instructions to make corrections. It is also recommended that you use the Audit Trail (see page 21) report to track any posted data or items that may have changed. Futura Software Application - Reports > Cross Checks 2

6 Familiarizing Yourself with Report Basics While each report you run will result in different and varied information from each other, there are some aspects of running reports that will be the same or similar for all of them. These include: Standard Windows and Options Printing Reports Elemental Report Functions Standard Windows and Options Many of the reports in the Futura application use the same sets of windows and options. Below is a general listing of some of these similarities as well as where they appear. Basic Journal Reports and Sales Analysis Options Window This window appears when creating most of the AR Journal reports (see page 17) and when creating several of the Sales Analysis reports (see page 27) available in the Futura application. While the title of each window will change to refer to the specific report being run, the options and their effects will operate the same for each report. Example: See pages as noted for more information about these options: See page 4 See page 4 See page 4 See IMPORTANT! below See page 4 NOTE AR Aging and Collections reports use a different standard option window (see page 6). IMPORTANT! It is important that you include the history option when running reports. This is particularly true if you frequently use the Purge to History feature. Futura Software Application - Reports > Standard Windows and Options 3

7 The options in the Basic Journal Options window are: To/From Date Range This date range will include the dates for which you want to run the current report. Company If your business consists of more than one company, you can choose to run this report for one of those companies only. However, if you want to run the report for all companies OR your business consists of only one company, leave the setting at the default (i.e., <All>). Date Range Based On Relating to the date range you selected above, you now need to specify on what criteria those dates are to be based (i.e., do you want to run the report based on service, Entry or Post dates). NOTE It is recommended that you use Entry or Post dates for running reports as Service dates can change. Report Options These options allow you to specify in a general way the kind of information you want to include in the current report (e.g., pending transactions, WIP, include walk-ins, include active, etc.) NOTE: If you select the Print Details options, details of the information in the report will be included. If you do not select this option, only a summary of the information will be generated. Depending upon the report for which you choose to include details, you will presented with a series of choices about these details (see page 12 for more information. If you choose to include WIP in the report, a window will appear to ask which type of WIP you want to include before going onto the next window option for this report. If you did not include WIP, the next appropriate window for the current report will appear instead. Include WIP Charges in a Summary Report Some of the Journal reports (e.g., Period Journal, Patient Journal, Reimbursement Journal) in the Futura application give you the option to include any work-in-progress charges to the report. Futura Software Application - Reports > Standard Windows and Options 4

8 Sort Report Results by Last Name or Date There are various reports that require you to decide whether you want to sort the information alphabetically by patient name (in ascending order - A-Z) or chronologically by date (in ascending order - earliest to latest). During the time you are making the settings to generate one of these reports, the following options will appear. Click Yes if you want the information to be organized by last name. OR Click No to display the Sort by Date option. IMPORTANT! You MUST choose one of the sort options in order to generate the report. If you select No on both options, you will be returned to the Sort by Last Name window to repeat the process of selecting a sort option. Basic Aging and Collection Reports Options Window This window will appear in nearly all of the aging reports available in the Futura application. The options in this window allow you to set dates and aging options. While the title of each window will change to refer to the specific report being run, the options and their effects will operate the same for each report. Example: Futura Software Application - Reports > Standard Windows and Options 5

9 The options in the Basic Aging and Collection Reports Options window are: Thru date Company You will need to set an ending date for the aging. The system will automatically figure for the earliest date of any aged items (any unpaid item based on the basis set by the Date Based On option (e.g., through 5/14/ 03 will result in all aging information from the earliest possible date up through and including May 14, 2003). If your business consists of more than one company, you can choose to run this report for one of those companies only. However, if you want to run the report for all companies OR your business consists of only one company, leave the setting at the default (i.e., <All>). Date Range Based On Relating to the Thru Date you selected above, you now need to specify on what criteria that date is to be based (i.e., do you want to run the report based on service, Entry or Post dates). The beginning date will be automatically configured according to this setting (e.g., if you choose a through date of 5/14/03 based on service dates, the report information will result in all aging information from the earliest possible service date up through and including May 14, 2003). NOTE It is recommended that you use Entry or Post dates for running reports as Service dates can change. Aging Report Options In addition to the basic options that appear on the Most Common AR Window (e.g., Walk-ins, Active, WIP, and Print Detail options - see page 4), Additional Aging Report options include: Standard Aging, Restrict For One Item Only, Group by Patient Criteria, Mutli-space, Last Payment. NOTE If you choose to use the Standard Aging option, your report will include items for 0, 30, 60, 90 AND 190 days. If you do not use this option, before the report is generated, you will be asked to customize the various time breaks for which you want to run the aging report (e.g., 45, 90, 180 days -see Custom Aging Points window shown below). To use these settings you will need to enter the breaks in order to set the aging timing (e.g., using the previous example of 45, 90, 180 days, you would set line 1 to 45 days, line 2 to 90, and line 3 to 180 and the rest of the lines to 0). Futura Software Application - Reports > Standard Windows and Options 6

10 You can use the Restrict for One Item Only option if you want to run aging for a specific patient or insurance company. Before the report is generated, a window will appear that allows you to specify the item (patient or insurance company) for which you want to run the report (see page 8 for more information). If you want to restrict the information in a report according to particular criteria (e.g., patient criteria), you can use this option. Before the report is generated, a Restrict Report window will appear (see below) to allow you to specify which criteria you want to use (i.e., account type, account status, referring source, etc.). From there you will be further asked to define the criteria based on the selection from the window shown below: You can use the Multi-space option to add more line spaces between rows of information. You will be given a chance (see option window below) to select the line spacing (e.g., 2 would equal 2 lines of space between each item). This feature allows you extra workspace to make notes, etc. You can select the Last Payment option to include the last payment made to any account included in the report. Futura Software Application - Reports > Standard Windows and Options 7

11 Elemental Report Functions There are additional and varied standard functions that appear in several reports besides those mentioned on pages 3 to 7. Limit Reports by Item Several reports (e.g., Aging reports, Patient Journal reports, some of the Sales Analysis reports, as well as a few others) contain an option that allows you to limit the report to a single item (e.g, specific patient or insurance company, etc.). Somewhere within the process of generating these reports, the window shown below appears. When it does, you can: Click here to display the corresponding list from which to choose. 1. Click the drop down arrow to display the corresponding list of items (patients or insurance companies). 2. Select the item for which you want to run the report. 3. Click Run Report to display another option or generate the report. This step may vary from report to report. Futura Software Application - Reports > Elemental Report Functions 8

12 Limit a Report by Segment Some of the Futura reports (e.g., Cash Drawer, Aged Patient Aged Insurance, Sales Analysis by Transaction for HCPC Codes) allow you to sort information by segment (e.g., if you only want information about insurance carriers from Blue Cross to MetLife or patients names Carter to Rojas). During the process of generating these reports, the window shown below appears Click Yes if you want to limit the report to a certain group (e.g., carrier names from Blue Cross to MetLife) and display the window.. If you choose to limit the report to a certain segment, the following window will appear. 2. Select the parameters of the range of names (i.e., equal to, greater than, less than, etc.). 3. Select the first name to apply to the parameters. Example: If you want to print all carriers with names after Blue, you would select Greater than and the name Blue. This would result in a report with carrier names AFTER any carrier with the name of Blue (i.e., Blue will not be included). In addition, you can select the and/or option. For example, you could use the above example, then select OR, then on line 2 you can select the name of Blue Shield. Finally, once all your selections have been entered and/ or selected, click OK to display the next option. Futura Software Application - Reports > Elemental Report Functions 9

13 Include Only Particular Insurance Types in a Report IMPORTANT! In order to use this option in a report, you must make sure that the insurance companies set up in your system have been assigned an Insurance Type (see pages 11 and 25 for details about this setting). Certain reports that you generate with regard to insurance companies give you the opportunity to specify the type of insurance companies you want to include (e.g., Medicare, Champus, VA Plan). During the set up for these reports, you will click Run and the following window will appear. 1. Click Yes to display the window that allows you to select which carrier types you want to include. 2. Select the insurance types you want to include in this report, then click OK to display the Insurance ID window: OR Click No to include all carriers. Futura Software Application - Reports > Elemental Report Functions 10

14 Include Only Particular Insurance Carriers in a Report. Like the previously mentioned option (see Include Only Particular Insurance Types in a Report on page 5-10) there are certain reports that you can generate with regard to insurance companies that give you the opportunity to restrict the insurance information included in them. The option as shown below allows you to specify whether or not you want to include carrier ID s and whether or not you want to limit the report to one single carrier. After you click Run to generate these reports, another set of options will appear. Among them will be the following: 1. Click Yes to display the Insurance ID restriction option. 2. Click Yes to display the Insurance ID specification option. 3. Enter the Insurance ID that matches the single carrier for which you want to run this report. Futura Software Application - Reports > Elemental Report Functions 11

15 Print Detail Option As one of the Standard options, if you choose this option, certain reports will present you with another series of choices to be made for the current report: Print Each Item on a Separate Page Create a Grand Total Summary Page Futura Software Application - Reports > Elemental Report Functions 12

16 Include Billed Amounts If you click Yes on this option, you will be presented with 3 more options: Detail Options - make the selection you want to apply to the details of this report with regard to billed amounts. Include Reason Notes from Taxes Suppress Totals Futura Software Application - Reports > Elemental Report Functions 13

17 Printing Reports Although the options you have for each report and the information included in each generally varies from one to another, the method for printing never changes. Once you have completed the settings and selections for any report, it will be displayed in Notepad. Once it is displayed, you can then print it the following the procedure shown below. Depending upon the amount of information to be included in the report, it may take a few minutes for the report to generate and display on your screen. IMPORTANT! Since information can be changed in any item of a report, you cannot save a report within Futura. It is preferable that each time you need a report you regenerate it to make sure that any changes are reflected. However, once the report appears in the Notepad format, you can print it. However, you can also go to File Save to save the report for later reference. This is the only way you can save the report. Otherwise you will need to regenerate the report. NOTE: Although it is not advisable, you can make changes at this point directly into the Notepad version. However, once you make changes in this format, you will need to use the File Print option from within the Notepad function. From the displayed report: 1. Click (in the upper right had corner of the screen) to close the Notepad window. A confirmation message will appear to ask you if you want to print now or not. 2. Click Yes to print the report. Futura Software Application - Reports > Printing Reports 14

18 Print Part of a Report Only Once you have generated a report and it is displayed in the Notepad application, you can easily print a particular section of a report. In Notepad: 1. Go to File Print to display an option asking if you want to use range printing that allows you to select the part of the report you want to print. 2. Click Yes to display the Print Options window that allows you to specify which part of the report you want to print. 3. Select Range to set the option to print a partial report. 4. Enter the column number of the part of the report you want to print from (e.g., if you enter 1, the report will print from the first character space from the left margin; if you enter zero, the report will begin printing at the left margin). NOTE: Each character that appears within a horizontal line across the page represents a column. Most reports will be 80 characters or columns wide. Futura Software Application - Reports > Printing Reports 15

19 5. Enter the line number of the first line you want included in the report. 6. Enter the line number of the last line you want included in the report. HINT: Whenever you place the cursor in a report, its location (column and line positions) appear in the lower left corner of the Notepad window. The cursor in this example is placed at column 1, line 18. This shows that the cursor is placed in column 1 (one character space from the left margin. This shows that the cursor is placed in at line 18 (18 lines from the top margin. 7. Click Print Now to print the designated portion of the current report. Futura Software Application - Reports > Printing Reports 16

20 Generating AR Reports You can run any and all of several different AR reports. These reports are grouped into three types: Journal Journal reports provide a variety of chronological information regarding any of the activities recorded within your daily transactions and activities. Aging You can generate any of several reports that allow you to review any accounts with current and outstanding balances (e.g., accounts at 30, 60, and 90 days). Collections These reports give you the ability to produce a listing of any accounts that are over due in payments. Run Reports with Information about Your Daily Transactions (Journal Reports) A description of each journal report available is included on the following pages. Journal reports include: Futura Software Application - Reports > Run Reports with Information about Your Daily

21 Period Journal (Summary) This report is based on a date range that you specify. It includes a summary of transactions entered within the specified date range for the appropriate patients. You can have the report include details or just show only totals. Example: Your accountant needs to review the daily transactions for the 1st Quarter. However, he doesn t want to read 10 pages of details. He basically only needs the totals. You can quickly run this report for his use. Options available for this report are: Standard Options (see page 3) Group the Transactions (see page 7 for information about grouping by criteria) Sub-Group the Information by Company If you decide to sub-group in this way, click Yes to display the company list, then you can select the company by which you want the information sub-grouped Show Only Outstanding Amounts You can use this option to include only transactions with unpaid balances. NOTE: This report balances with the Business Activity, Detailed Journal, and Analysis Reports. Period Journal (Detailed) Similar to the Period Journal (Summary) report, this report is based on a range of dates you specify. However, it includes specific details about the daily transactions within that range (e.g., charges, payments, and claim filing information). This report is usually quite extensive and lengthy. Options available for this report are: Standard Options (see page 3) Sort Report by Last Name or Date (see page 5) You must choose to sort the current report by the last name of the patients or by date. Patient Journal (Detailed) This report provides the same type of information as the Period Journal. However, this reports specifically and only provides such information about one particular patient only. It provides a complete financial history of the patient s account. Example: This report is useful for collection activities, as well as providing information to an outside party such as an attorney. Options available for this report are: Standard Options (see page 3) Limit the Report to a Specific Patient (see page 8) Sort Report by Last Name or Date (see page 5) You must choose to sort the current report by the last name of the patients or by date. Futura Software Application - Reports > Run Reports with Information about Your Daily

22 Deposit Slip Like the other Journal Reports, this report is based on a date range. It generates a listing of selected payments (prepared for deposit) entered between those dates. However, only payments set to an income state are included. The details of each payment include the patient account, the payment type, and the amount of the payment. In addition to this information two summary pages are printed at the end of the report. The first summary page reflects the total of each payment type from the details on the previous pages. The second summary page provides a breakdown of various income statistics. You can set this report to provide details or only the summary pages as described above. In addition, you can generate the report and have it detailed by user. When you use this sort option, the information will be listed by batch number, check number, by date, and by user (i.e., user that entered the information). Example: You can use this report to proof the entries made for a large number of Medicare payments. Options available for this report are: Standard Options (see page 3) Payment Details (see page 5) Sort by Date, User, Batch and Check Number This option means that the information will first be sorted by date, then user, then batch (if there is one), then by check number (if there is one). Sort by Tax Type Please see Patient Record on page A-31 for more information about Tax Types. Sort by Company and/or Specialist You can sort just by company, OR you can choose to sort first by company, then by corresponding specialist(s). Sort by Specialist and Company This option allows you to sort by Specialist then by corresponding company. Payment Sheet This report provides a listing of ALL payments entered within a specified range of dates; including any adjustments. This report allows you to use the same sort and detail vs. summary choices as the Deposit Slip Report (e.g., details, summary only, sort by user). NOTE: This report balances with the Business Activity Report. Options available for this report are: Standard Options (see page 3) Payment Details (see page 5) Sort by Date, User, Batch and Check Number This option means that the information will first be sorted by date, then user, then batch (if there is one), then by check number (if there is one). Sort by Tax Type Please see Patient Record on page A-31 for more information about Tax Types. Sort by Company and/or Specialist You can sort just by company, OR you can choose to sort first by company, then by corresponding specialist(s). Sort by Specialist and Company This option allows you to sort by Specialist then by corresponding company. Futura Software Application - Reports > Run Reports with Information about Your Daily

23 Payment Journal Similar to the Payment Sheet in that it provides a listing of ALL payments entered within a specified date range. However, this report also shows the charges that are offset by the payments. This report looks very much like the Period Journal (Detailed) report, but the report generates the balance for the payment sheet, no the Period Journals (i.e., only payments and payment affects are included). Options available for this report are: Standard Options (see page 3) Deductible Sheet As the name implies, this report provides a list of details of all patient deductible payments entered within a particular date range. This report allows you to use the same sort and detail vs. summary choices as the Deposit Slip Report (e.g., details, summary only, sort by user). Options available for this report are: Standard Options (see page 3) Payment Details (see page 5) Sort by Date, User, Batch and Check Number This option means that the information will first be sorted by date, then user, then batch (if there is one), then by check number (if there is one). Sort by Tax Type Please see Patient Record on page A-31 for more information about Tax Types. Sort by Company and/or Specialist You can sort just by company, OR you can choose to sort first by company, then by corresponding specialist(s). Sort by Specialist and Company This option allows you to sort by Specialist then by corresponding company. Deductible Summary This report provides a summary listing of patient deductible payments for a specified date range. Options available for this report are: Limited Standard Options (see page 3) The Standard Options available for this report are From date, Date Based On, and the Pending and History Transactions Report Options. Restrict by Group of Account Types If you click Yes, the Account Type list will appear. Click on the account type by which you want to restrict the report, then click Select to generate/display the report. Please see Patient Record on page A-31 for more information about Tax Types. Sales Tax Journal As with the other journal reports, this report is based on a specified date range. It provides a listing of all sales tax due on items purchased by patients. It details this information as per the transactions and the associated tax categories. Options available for this report are: Standard Options (see page 3) Futura Software Application - Reports > Run Reports with Information about Your Daily

24 Reimbursement Journal This report can and should be used to get information about over payments made/entered for transactions within a certain date range. However, such overpayments are only included when the total payments received exceed the total charges AND there is an outstanding credit balance. Options available for this report are: Standard Options (see page 3) Sort Report by Last Name or Date (see page 5) You must choose to sort the current report by the last name of the patients or by date. Business Activity You can use this report to get a information regarding the balance forward amount from a previous month, as well as new charges (billing), new payments and an ending balance all within a specified date range. Example: This report can be easily run for accounting purposes to provide a quick summary and review of such activities. NOTE: This report balances with the Aged Summary Reports. Options available for this report are: Standard Options (see page 3) Sort Report by Last Name or Date (see page 5) ERN EOMB Report This report is used only for ERN printouts, and, therefore, only applies if you receive ERN information from DMERC carriers. If this type of report is applicable to your situation, then the report you generate will process the ERN information and produce it in an EOMB-like report. NOTE: ERN Batch information must have previously been added to the system before this report can be run. Options available for this report are: Limit Report to a Specific ERN See page 8 for more information about limiting reports. Audit Trail This report provides any information that has been edited/changed with regard to payments or charges posted within a specific date range. It includes who made the change, when the change was made, and what change was made. Example: If you have a problem in balancing an account, you may want to run this report to review any changes that may have been made that may be affecting your balance as described above. Options available for this report are: To/From Date Range (see page 4) Select A/R or A/P changes Futura Software Application - Reports > Run Reports with Information about Your Daily

25 Commission You can easily get a listing of any commissions to be paid for transactions within a specific date range. You can include current/pending transactions, historical transaction information, etc. In addition, you can base the date range on entry, post, or service dates. Example: You can easily review the sales produced by a sales person or specialist who has a commission agreement with you to find out past and present commissions paid or due. Options available for this report are: Standard Options (see page 3) Include Status Codes for Each Specialist Trial Balance (Gl) This report generates a listing of all account balances within a certain date range, and provides a means of testing of how total charges compare to total payments for all accounts. Options available for this report are: Standard Options (see page 3) Include Status Codes for Each Specialist Cash Drawer If your company has purchased the special Cash Drawer equipment from Futura, you can use this report to generate information about the payments (including cash, check or credit card) handled by a specific cash drawer user for a specific time period. This is an excellent way to summarize the day s cash for making bank deposits and reconciliation purposes. Options available for this report are: To/From Date Range (see page 4) Select a Specific Cash Drawer User Cash Drawer Lock When a cash drawer is created, it is assigned a number. You can enter the (lock) number of the cash drawer for which you want to run this report. Futura Software Application - Reports > Run Reports with Information about Your Daily

26 Run Reports to Find Out What Payments are Due and When (Aging Reports) A description of each aging report available is included on the following pages. Aging reports include: Aged Patient This report provides payments due and owed by a patient (or patients) as per a specific date. You can designate whether you want just the patient portion of the balance due or the full balance. In addition, you can choose to view deductible amounts only. The amount(s) due will appear in 30, 60, 90, and 120 day breakdowns. Options available for this report are: Standard Options (see page 3) Include Patient IDs Sort the Report By Outstanding Balances Due This means that who owes the most will appear at the top of the report and those who owe the least will appear at the bottom of the report). Include the Patient Addresses Restrict to A Certain Segment (see page 9) Include Detailed Percents Other Than Just The Totals For Each Item Include Only The Amounts (Monies) To Be Paid By Each Patient Include Amounts Due on Patient Deductibles HINT: You can combine amounts to be paid by each patient and amounts due as deductibles to include only deductible amounts owed by patients. Aged Details You can generate this report to automatically view all of the details about any transactions containing any unpaid balances. It will include patient name, invoice number (if there is one), etc. The amount(s) due will appear in 30, 60, 90, and 120 day breakdowns. NOTE: You will not need to select any options. Just go to AR Reports Aging Aged Details to generate/display the aging details report. Futura Software Application - Reports > Run Reports to Find Out What Payments are Due and

27 Aged Insurance Similar to the Aged Patient report, but this report provides payments due and owed by insurance carriers as per a specific date. The amount(s) due will appear in 30, 60, 90, and 120 day breakdowns. Options available for this report are: Standard Options (see page 3) Run This Report For Specific Carrier Types Only (see page 10) Include Insurance IDs This is the first field that appears in the Insurance record (see page 27 for more information). You can choose to include insurance IDs for each carrier listed in this report. If you decide to include them, you will then have the following option: Restrict By Insurance ID This option allows you to run the report based upon the insurance IDs as described above. Sort the Report By Outstanding Balances Due This means that the insurance company owes the most will appear at the top of the report and those that owe the least will appear at the bottom of the report). Include The Carriers Addresses And Phone Numbers Limit The Report To A Certain Segment (see page 9) Include Detailed Percents Other Than Just The Totals For Each Item NOTE: If you chose to use the Print Details option (see page 12) for this report, you will also be asked if you want to include the Patient Insurance IDs (see page 39). Aged Summary This report combines the Aged Patient and Aged Insurance reports. No specific details are listed, it simply summarizes the totals owed by patients and/or insurance carriers. Options available for this report are: Standard Options (see page 3) Futura Software Application - Reports > Run Reports to Find Out What Payments are Due and

28 Run Reports to Find Out What Payments are Past Due (Collections Reports) A description of each aging report available is included on the following pages. Collections reports include: Patient This report provides any over due owed by a patient (or patients) as per a specific date. You can designate whether you want just the patient portion of the balance due or the full balance. In addition, you can choose to view deductible amounts only. The amount(s) due will appear in 30, 60, 90, and 120 day breakdowns. Options available for this report are: Standard Options (see page 3) Include Patient IDs Sort the Report By Outstanding Balances Due This means that who owes the most will appear at the top of the report and those who owe the least will appear at the bottom of the report). Include the Patient Addresses Report to A Certain Segment (see page 9) Include Detailed Percents Other Than Just The Totals For Each Item Include The Amounts To Be Paid By Each Patient Futura Software Application - Reports > Run Reports to Find Out What Payments are Past Due

29 Insurance Similar to the Collections Patient report, but this report provides any over due payments owed by insurance carriers as per a specific date. The amount(s) due will appear in 30, 60, 90, and 120 day breakdowns. Options available for this report are: Standard Options (see page 3) Run This Report For Specific Carrier Types Only (see page 10) Include Insurance IDs This is the first field that appears in the Insurance record (see page 27 for more information). You can choose to include insurance IDs for each carrier listed in this report. If you decide to include them, you will then have the following option: Restrict By Insurance ID This option allows you to run the report based upon the insurance IDs as described above. Sort the Report By Outstanding Balances Due This means that the insurance company owes the most will appear at the top of the report and those that owe the least will appear at the bottom of the report). Include The Carriers Addresses And Phone Numbers Limit The Report To A Certain Segment (see page 9) Include Detailed Percents Other Than Just The Totals For Each Item NOTE: If you chose to use the Print Details option (see page 12) for this report, you will also be asked if you want to include the Patient Insurance IDs (see page 39). Futura Software Application - Reports > Run Reports to Find Out What Payments are Past Due

30 Generate Sales Analysis Reports Futura provides several reports that allow you to review your revenue and by whom or how it was generated. A description of each Sales Analysis Report is included on the following pages. A wide assortment of Sales Analysis reports can be run for either of the following; Transactions You can find out what revenue can be attributed to various aspects of transactions (i.e., where or how in a transaction revenue was generated). Patients You can easily examine revenue and its sources by patient (i.e., what in the patient service generated revenue) - see page 32 for more information. Run an Analysis of Your Revenue By Transactions A description of each Sales Analysis Transaction report available is included on the following pages. Sales Analysis Transaction reports include: Analyze Your Transaction Revenue Balance by Date Find out patient balances according to date. You can include insurance balances as well as patient balances. Options available for this report are: Include the insurance balances for patients If you click No the report will be generated/displayed with patient balances only. Include the patient balances with the insurance balances If you click No, the report will be generated/displayed with insurance balances only. Analyze Your Transaction Revenue by Diagnosis Code Review your revenue according to diagnosis code. Options available for this report are: Standard Options (see page 3) Limit The Report to a Specific Diagnosis Code (see page 8) Limit To Primary Diagnosis Code(s) Only Futura Software Application - Reports > Run an Analysis of Your Revenue By Transactions 27

31 Analyze Your Transaction Revenue by HCPC Code Organize your transaction revenue according to the HCPC codes used. You can and must specify whether you want to run the report by individual codes, group codes, or categories. Initial options available for this report are: IMPORTANT! There are 3 initial options in all from which to choose. Each time you click No on one of these initial options, the next option will appear. If you do not select one of these options, the report will be aborted. Run Report by Individual HCPC Codes Within this option, you will need to further select from additional options: Standard options (see page 3), Limit the Report to a Specific HCPC Code (see page 8), Limit the Codes to a Specific Segment (see page 9), Sort by the Value of the HCPC Items Sold, Include details of the HCPC Categories. Run Report by Group Codes Within this option, you will need to further select from additional options: Use Predefined Groups (as defined by Futura upon installation of the software). These predefined groups are basically ranges of the various HCPC codes. Example. L0100 through L1000 and/or L2000-L2050 Run Report by HCPC Categories Within this option, you will need to further select from Standard options (see page 3). Example: Orthotics, prosthetics, soft goods, appointments, etc. Futura Software Application - Reports > Run an Analysis of Your Revenue By Transactions 28

32 Analyze Your Transaction Revenue by Referring Doctor, by Referring Doctors Associated with a Certain Specialist or just by Specialist You can use the report function to review what revenue has been obtained through the referring physicians listed in your system. In addition, you can run a separate report that allows you to review revenue related to referring doctors associated with a certain specialist or by specialist only. Example: Find out the sales generated by a particular referring physician. OR If you have assigned one of your practitioners to work with a specific referring physician, you can run a report to find out how much sales has been generated by the specialist in association with the corresponding referring physician. Options available for these reports are: Standard Options (see page 3) Limit The Report to a Specific Physician (or Specialist) (see page 8) Break Down Sales by HCPC Code Break Down Sales by HCPC Category Include Payment Activity NOTE: If you click Yes to include payment activities, the following options will appear: If you did not include WIP transactions, you will be asked if you want to include WIP/Held transaction charges. You will be asked whether or not you want to include all payments with an effective date within the date range specified in step 2. If you click Yes to use this option you will then be asked if you want to include only payments from transactions with a service date within the date range specified in step 2. Finally, you will be asked if you want to include all payment types and amounts. Once all of the above choices have been made, the report will be generated. Futura Software Application - Reports > Run an Analysis of Your Revenue By Transactions 29

33 Analyze Your Transaction Revenue by Location, by Locations Associated with a Certain Specialist or by Service Location only You can use the report function to review what revenue has been obtained through the locations within your system. In addition, you can run a separate report that allows you to review revenue related to locations associated with a certain specialist or by service location only (vs. patient location). Examples: You can use the location report to get all the sales generated by the Sunny Garden Nursing Home. OR You can also use the Location Specialist report to get all the sales generated by Sam Foreman at the Sunny Garden Nursing Home. Options available for these reports are: Standard Options (see page 3) Limit The Report To A Specific Location (Or Specialist) Sort The Information According To The Associated HCPC Codes Sort The Information According To The Associated HCPC Code Categories Include Payment Information NOTE: If you click Yes to include payment activities, the following options will appear: If you did not include WIP transactions, you will be asked if you want to include WIP/Held transaction charges. You will be asked whether or not you want to include all payments with an effective date within the date range specified n the Standard Options. If you click Yes to use this option, you will then be asked if you want to include only payments from transactions with a service date within the date range specified n the Standard Options. Finally, you will be asked if you want to include all payment types and amounts. Once all of the above choices have been made, the report will be generated. Futura Software Application - Reports > Run an Analysis of Your Revenue By Transactions 30

34 Analyze Your Transaction Revenue by Patient or Insurance Find out about your transaction revenue as it relates to all (or a specific) patients or insurance companies. Examples: You can use the Revenue by Patient report to see all revenue generated by Priscilla Wagner or revenue generated by ALL active patients. OR You can use the Revenue by Patient report to see all revenue generated by Cigna Healthcare Insurance. Options available for these reports are: Standard Options (see page 3) Include The Insurance IDs (Revenue by Insurance Report only) Limit The Report To A Specific Patient Or Insurance Company Sort The Information According To The Associated HCPC Codes Sort The Information According To The Associated HCPC Code Categories Include Payment Information NOTE: If you click Yes to include payment activities, the following options will appear: If you did not include WIP transactions, you will be asked if you want to include WIP/Held transaction charges. You will be asked whether or not you want to include all payments with an effective date within the date range specified n the Standard Options. If you click Yes to use this option, you will then be asked if you want to include only payments from transactions with a service date within the date range specified in the Standard Options. Finally, you will be asked if you want to include all payment types and amounts. Once all of the above choices have been made, the report will be generated. Futura Software Application - Reports > Run an Analysis of Your Revenue By Transactions 31

35 Run an Analysis of Your Revenue By Patients All of the Sales Analysis Patient reports offers the same options. You can run each report to review all items or a particular item (e.g., all account types or a specific account type, all referring doctors or a specific referring doctor, etc.). Sales Analysis Patient reports include: Options available for these report are: Standard Options (see page 3) Limit The Report To A Specific Patient Or Insurance Company (i.e., account type, account status, referring source, etc.) Sort The Information According To The Associated HCPC Codes Sort The Information According To The Associated HCPC Code Categories Include Payment Information NOTE: If you click Yes to include payment activities, the following options will appear: If you are running the Insurance report, you will be asked if you want to include Insurance IDs. If you did not include WIP transactions, you will be asked if you want to include WIP/Held transaction charges. You will be asked whether or not you want to include all payments with an effective date within the date range specified n the Standard Options. If you click Yes to use this option, you will then be asked if you want to include only payments from transactions with a service date within the date range specified in the Standard Options. Finally, you will be asked if you want to include all payment types and amounts. Once all of the above choices have been made, the report will be generated. Futura Software Application - Reports > Run an Analysis of Your Revenue By Patients 32

36 Create Custom Reports with Report Writer While you can have Futura Technical Support create nearly any kind of custom report you might need, you can also create your own custom reports using a built-in set of customizable report formats. To do this, you use a feature in the Futura application called Report Writer. The report writer is a built-in tool that allows you to extract very specific sets of information (via fields) from your database (i.e., more complex than some of the other reports provided in the application). For instance, it can sum columns of information and also restrict the output to only certain matching criteria. You can also include customized headers and footers, as well as change the report titles. All of the information included in any of the built-in reports is based on the fields you decide to include (see page 36). You create the custom reports using the fields listed in each type of report and/or add new fields to include other information in the specific report. Once you save new fields in the report, you can go back and reuse the custom report any time you need to. You can also make adjustments to it as needed to include or exclude certain information (fields) previously included. In addition to the built-in custom reports that you can edit as described above, you can create your own custom reports to this list. You can do this by creating a report as you would any other item in the system (see page 43). Example: You want to run a report that provides you with information about a group of patients that all live within a certain zip code, that have the same diagnosis, and all use the same referring physician. NOTE: Please keep in mind that Report Writer does not permit cross-relational or analysis report generation beyond simple addition. For instance, the report writer will not correctly run a report that totals all patients with a particular HCPC that matches a particular HCPC category. The report writer would permit a report that totals all patients with a particular HCPC, but the system has no way refer back to the HCPC category to include that information. The same procedure described below for using built-in custom reports (i.e., add fields, etc. - see page 36) can also be used for any reports you have created by Futura Technical Support. IMPORTANT For information about having very specific customized reports created for your business, contact Futura Technical Support. Futura Software Application - Reports > Run an Analysis of Your Revenue By Patients 33

37 Customize and Generate a Report NOTE: To review the details on various fields, refer to Appendix A in the Futura User Guide. The reports that you can customize using Report Writer include: Account Type This report allows you to view information according to account type. The default fields set for this report are the patient name, address, and account type. Amount Billed You can use this report to allow you to review various aspects of the dollar amounts you have billed. The default fields set for this report are the patient name, amount that was billed on the account, and the date the billing was filed. Physician Sales This report provides you with the data regarding the sales (current/pending) being generated by a physician or group of physicians. The default fields set for this report are the physician name, date of the sale, and associated invoice number. Physician Sales History Similar to the Physician Sales report, this report will give you information about sales generated by physicians. However, in this case, the sales include only those that exist in transactions purged to history. The default fields set for this report are the physician name, date of the sale, and associated invoice number. Balance Due This report will provide you with a list of only those patients with a balance due. But you can also include other fields to narrow this down further (e.g., patient s with a particular HCPC code. The default fields set for this report are the patient name, invoice number, any balance due, Collection Report You can review your collection activities and related issues by running this report. The default information set for this report includes patient name, any related invoice number, the balance due, any follow-up done on this issue, as well as the employee that performed the follow-up. Diagnosis Code You can use this report to create a listing of all diagnosis codes and their descriptions used for patients in your office. You may also want to add patient names so that the codes are identified as to which patients have what diagnosis. HCPC Listing You can use this report to create a listing of all HCPC codes and their descriptions used for patients in your office. The report also includes related fee levels, usual and allowed fees, as well as modifiers. You may also want to add patient names so that the codes are identified as to which patients have what diagnosis or print a list of codes and prices for a particular fee schedule. Futura Software Application - Reports > Customize and Generate a Report 34

38 Insurance Listing This report can be run to provide you with a listing of all insurance companies that you have stored in your system. By default, the company name and address are included, as well as the pay percentage and whether or not assignment is accepted. Multicode List You can use this report to create a listing of any multicodes you have created in your system (see page 19). The default information included in this report includes the group ID, description of the codes, quantity (as in the case of items provided to the patient), any related HCPC codes, and fees. Patient by Company If you have more than once company involved in your business, the default information included in this report allows you to make a list of all patients according to each company. It also includes default information on patient account and phone numbers. Patient Primary Listing Use this report to create a list of patients according to their primary insurance company. This report includes the patient name, address, and phone number, as well as the name and address of their primary insurance company. Patient Listing (Long) The default information in this report, by default, includes the patient name, account number, address and phone number. You may also want to include the patients primary physician and specialist, etc. Patient Listing (Short) Similar to the Long Patient Listing (see report described above), this report, by default, includes basic patient information. However, the default information only includes the patients name, account and phone numbers. Physician Listing This report includes default fields that will provide you with a listing of all physicians stored in your system, as well as the state in which they practice, their UPIN and Group ID numbers. Recall Date By default, this report includes a list of patient names and the date(s) of any recalls made by your office. Specialist Report Use this report to create a list of patients with associated specialist information stored in your system. The default fields included in this report are patient name, invoice number, and specialist name. Transaction by Specialist Similar to the specialist report, this report includes, by default, a list of patient transactions associated with the specialists stored in your system. The information included in this report is specialist and associated patient names, invoice numbers, account type, date of the transaction, as well as its status. Followup Activities This report can be used to review any and all follow up activities (see page 120). You can limit your report to a variety of criteria including specific date, range of dates, or an employee or group of employees, etc. The default fields included in this report are patient, invoice number, primary (insurance), follow up date, and employee. If you do not see this report in the Custom Reports list, contact Futura Technical Support for assistance. Futura Software Application - Reports > Customize and Generate a Report 35

39 Run an Existing Custom Report You can run any of the reports using only the default information (see pages 34 and 35), by following the procedure below. From the Reports menu: 1. Select Custom Reports to display the list of existing custom reports.. If Futura has created and added a special customized report for you, it will appear in this list. 2. Click on the report you want to generate. NOTE: If you want to add, change, or delete the header and/or footer from the report, see page 37 for more information. If you want to add, change, or delete the information (fields) on a report see page 40 for more information. If you want to add a new report to the list, see page 43 for more information. 3. Click Run Report to generate/display the selected report in Notepad. Futura Software Application - Reports > Customize and Generate a Report 36

40 Use Headers and Footers for Custom Reports You can easily create and use special headers and footers for your custom reports. In fact, you can create a list of them, store these in the system, and pick and choose from the list each time you run a report. Example: Header: Birthday Report Footer: Date From the custom report list (see page 36): 1. Double click on the report to which you want to add or create a header/footer to display the record for the corresponding report. Click here to open the header/footer list. Futura Software Application - Reports > Customize and Generate a Report 37

41 2. Click next to the header or footer field to display the list of possible headers and footers..until you create one or more headers/footers, <None> will be the only item in the list as shown below.. Once you have created one or more header and/or footer, you simply click on the item you want to use, then click Select to return to the main custom report list. 3. Click Insert to display the header/footer creation window. NOTE: You can click Edit if you want to change an existing header/footer, then follow steps 4 and 5. You can select an item in the list and click Delete to remove a header/footer from the list. 4. Enter the text that you want to have appear in the header or footer. Futura Software Application - Reports > Customize and Generate a Report 38

42 5. Click Save and the new information will appear in the header/footer list.. You can now select this new item to be included in the designated report. Futura Software Application - Reports > Customize and Generate a Report 39

43 Add, Edit, and Delete Information (Fields) for Customized Report Whether you are using an existing report and changing the information you want included, or creating a new custom report (other that those created for you by Futura), you can use the process below to add, change, or delete information in the reports. Information is placed into the reports according to the fields designated for that report. In other words, each field represents a different piece of information. In addition, each field appears as a column in the report. Example: If you want to run a Physician listing, the report by default includes their name, state, UPIN, and Group ID numbers. It may be that you don t want to include the state in which they practice, but would like to list their phone number, , and specialty. In this case, you can easily delete the state field from the report, and add the phone, , and specialty fields as needed. In addition, you can assign the fields new names for this report only (e.g., instead of phone number you want to call that field Contact Number ). From the custom report list (see page 36): 1. Double click on the report to which you want to add, edit, or delete a field to open the Field Definition record. 2. Enter a name for the field. 3. Enter a number for the width of the field (e.g., if you enter 20, the field will be 20 characters wide). 4. Enter the position at which you want the field to start (i.e., the column beginning position - each character space going across a page represents a column. For example, if you want the first character in the new field to start 10 characters from the left side of the page, you would enter 10). 5. Click next to the Data From field to display a listing of all the lists that exist in your system (e.g., employees, physicians, patients). 6. Select the list from which you want the information for this field will be obtained. Futura Software Application - Reports > Customize and Generate a Report 40

44 7. Click next to the Field Is field to display a listing of all the fields that exist in the list you selected in step Select the field from which you want the information for this field will be obtained (e.g., if you chose the patient list, you will see fields like name, address, phone, diagnosis, etc.). 9. Click next to the Merge File field to display a list of files/documents available to be associated (merged) with this field. Example: Perhaps you are running a custom report for patients with a particular account type (e.g., BK, RT) who haven t been seen in 2 years and you want to make them aware of a new prosthetic device in which they may be interested. You can attach a letter to this report which gives the patients details about the device and how to obtain it. 10. Select the options you want to apply to this field: Sum - you can apply this option to a numerical field that represents a dollar amount. This is a right-justified format that will align currency fields by decimal or any other field to the farthest right available. Right Justify - this option will right justify any information in this field, numerical or alphabetical. Criteria - will cause the report writer to inquire what criteria when you run the report (see page 9 for more information on defining report criteria. Label - Will generate labels using the information as defined previously in steps 6 and 7. SubTotal - like the sum and numeric options, you can apply this option to a numerical field. This will generate a sub total for the information in this column (field) and output the result at the end of the report underneath this column (field). Futura Software Application - Reports > Customize and Generate a Report 41

45 Suppress - If the Criteria option has been set as described above, you can use that option in conjunction with the Suppress option to limit the number of times a certain word or phrase is used in a report. Example: A commonly generated Custom Report is the HCPC Listing. You may want to run it so that you an get a list of fee schedules for Medicare. Since there is a column in the report to identify the provider source, you would notice that the word Medicare would appear many, many times on the same report. However, if you use this Suppress feature, you can cause the word Medicare to print one time only and be suppressed each time thereafter: Suppress Option OFF L0110 CERVICAL, CRANIOSTENOSIS, HELME MEDICARE L0120 CERVICAL, FLEXIBLE, NON-ADJUSTA MEDICARE L0130 CERVICAL, FLEXIBLE, THERMOPLAST MEDICARE L0140 CERVICAL, SEMI-RIGID, ADJUSTABLE MEDICARE Suppress Option ON L0110 CERVICAL, CRANIOSTENOSIS, HELME MEDICARE L0120 L0130 L0140 CERVICAL, FLEXIBLE, NON-ADJUSTA CERVICAL, FLEXIBLE, THERMOPLAST CERVICAL, SEMI-RIGID, ADJUSTABLE Average - this option will provide an average of any numerical values in this field (e.g., qty sold, qty shipped, etc.). Sum not $ - you can apply this option to this field if you have designated it as a (non currency) numerical value (e.g., qty sold, qty shipped, etc.). This will generate a running total for every entry in this column (field) and output the result at the end of the report underneath this column (field). 11. Click Save to store the field in the current report. Futura Software Application - Reports > Customize and Generate a Report 42

46 Create a New Report In addition to the reports that exist in the Futura application, and those which Futura can create for you, you can easily create your own reports. From the Reports menu: 1. Select Custom Reports to display the list of existing custom reports.. If Futura has created and added a special customized report for you, it will appear in this list. 2. Click Insert to display a blank (new) report record. 3. Enter a title for the report. Futura Software Application - Reports > Customize and Generate a Report 43