Understanding the Collection Summary Report

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Description

This Quick Guide provides an outline of the data contained in the Collection Summary report.

About

The Collection Summary report includes the payment types and the totals of all payment types, as well as the clinic totals for all applicable providers of service within a specified period of time. To learn how to create a Collection Summary report, refer to the quick guide, Creating a Collection Summary Report. 

Note

There are five possible sections within the Collection Summary report: Databases that have a single clinic will display three sections, Details and totals by payment types, Totals by provider of service and Credit transfer summary. Databases with multiple clinics will also include the Totals by clinic section and the Totals by posted at clinic section.

Contents

 Sections covered in this guide:

• Section 1 - Payment Type Details
• Section 2 - Payment Type Totals
• Section 3 - Totals by Provider of Service
• Section 4 - Totals by Clinic
• Section 5 - Totals by Posted At Clinic
• Section 6 - Credit Transfer Summary

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Steps

Section 1 - Payment Type Details 
 

1. The Payment type section contains a detailed list of all applicable payment types within a specified period of time. Each payment type includes a list of all transaction types (i.e., payments, overpayments, refunds, and deposits) and the corresponding transaction amounts.


2. The Totals section displays the totals for all the payment types, and includes all the transaction amounts contained in the Payment type details section. Also included in this section are the totals for all transaction amounts for all providers of service.



3. In the Account Credits section, an additional sub-section displays for Credit Transfers.



4. A credit transfer refers to a patient that has an existing credit on their account that was attributed to a specific provider. When it was posted or applied to an invoice, the procedures on the invoice belonged to a different provider. This type of credit transfer displays in the From Provider and To Provider columns.



5. A credit transfer will also occur when an account credit payment is made at a clinic that is different from the clinic where the account credit was applied to an invoice. This type of credit transfer displays in the From clinic and the To clinic columns.

Note: The clinic for the respective transactions is determined by which clinic is set in the Clinic field at the time the transaction is made.

The Payment type details section includes the following data:
 

Date: The date of the procedure (the date can be modified if required).

ID: The unique ID code assigned to a payment.

Payment posted by: The Payment posted by refers to what party posted the payment. The options are Office posted (someone in the clinic manually posted the payment), Patient posted (a patient made a payment via Global Payments or Bluefin) and System posted (the payment was posted by the automatic posting feature)

Ref. ID: The reference ID is a unique code that is created when a payment is processed through Bluefin in the Patient Portal.

Transaction type: The transaction type associated with the payment type (i.e., payments, overpayments, refunds, and deposits).

Payer: The name of the person who paid for the transaction. The payer is typically the responsible party for patient payments, and for insurance payments it is the payer or carrier for the insurance plan.

Responsible party: The name of the responsible party who is associated with the transaction.

RP profile tag(s): The profile tag(s) of the responsible party can be used as a filter on the report to isolate or compare the data.

Provider of service: The name of each provider of service associated with the transaction.

Clinic: The clinic indicates which clinic the production is attributed to, or where the appointment was scheduled and checked out from. For manual invoices, it will display the clinic that is set in the Clinic field when the invoice is added.

Posted at clinic: The Posted at clinic indicates which clinic is set in the Clinic field when the payment is added to the invoice.

Amount: The transaction amount for each provider of service. Transactions that are associated with more than one provider of service are included as separate line items.

Totals: The sum of the provider of service transaction amounts.

 
 

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Section 2 - Payment Types Totals 
 

1. Each of the payment type details sections includes a total. The Totals section displays the total for that payment type, and includes all the transaction amounts contained in the Payment type details section. Also included in this section are the totals for all transaction amounts for all providers of service.

The Payment type totals section includes the following data: 

1. Provider of service: The name of the provider of service associated with each total.


2. Payments: The sum of all payments (including account credit payments).


3. Overpayments: The sum of all overpayments. An overpayment is formed when a payment is greater than the outstanding balance.


4. Payment refunds: The sum of all payment refunds. A payment refund occurs when an overpayment is refunded or if a refund payment is applied to an invoice in the Billing module.


5. Deposits: The sum of all deposits.


6. Credit refunds: The sum of all credit refunds. If an account has a credit balance, a credit refund is issued by applying a payment refund to an invoice in the Billing module.

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Section 3 - Totals by Providers of Service 
The Totals by Providers of Service section is at the bottom of the report and displays totals distributed by provider for all transactions added to invoices within the date range of the report.This section contains the following data (this data is in relation to the information contained in the Payment type section): 

1. Provider of service: The name of the provider of service associated with each payment total.


2. Payments: The sum of all payments received (including account credit payments).

Note: The Totals by Providers of Service Payments do not include deposits. These are not calculated into the total until they are applied to an invoice.


3. Overpayments: The sum of all overpayments.


4. Payment refunds: The sum of all refunded payments.


5. Deposits: The sum of all deposits.


6. Credit refunds: The sum of all credit refunds.

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Section 4 - Totals by Clinic 
 

1. The Totals by Clinic section is at the bottom of the report and displays the totals distributed by clinic. 
   
   Note: The Clinic filter and the Clinic column in the report refer to the clinic where the production was done or where the appointment was checked out from. The Totals by clinic section at the bottom of the report indicates the clinic totals by transaction type. The transactions totaled in this section are applicable to the invoice clinic. In the Billing module, the invoice clinic and the clinic for any of the transactions applied to it are the same. 
    

This section contains the following data (this data is in relation to the information contained in the Payment type section): 

1. Payments: The sum of all payments received (including account credit payments).

Note: The Totals by Clinic Payments do not include deposits. These are not calculated into the total until they are applied to an invoice.


2. Overpayments: The sum of all overpayments.


3. Payment refunds: The sum of all refunded payments.


4. Deposits: The sum of all deposits.


5. Credit refunds: The sum of all credit refunds.

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Section 5 - Totals by Posted at Clinic 
 

1. The Totals by Posted at Clinic section is at the bottom of the report and displays the totals distributed by the clinic according to which location was set in the clinic field when the transaction was posted to the invoice.

This section contains the following data: 

1. Posted at Clinic: The clinic that was set in the Clinic field when the transaction was posted to the invoice.


2. Payments: The sum of all payments received (including account credit payments).

Note: The Totals by Posted at Clinic Payments do not include deposits. These are not calculated into the total until they are applied to an invoice.


3. Overpayments: The sum of all overpayments.


4. Payment refunds: The sum of all refunded payments.


5. Deposits: The sum of all deposits.


6. Credit refunds: The sum of all credit refunds.

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Section 6 - Credit Transfer Summary 
 

1. The Credit Transfer Summary section displays account credits that were transferred from one provider to another or one clinic to another. A credit on a patient's account is attributed to a specific provider.


2. A credit transfer occurs when an account credit payment is applied to an invoice where the production is assigned to a different provider from that of the original credit. An account credit transfer also occurs if the clinic on the invoice is different than the clinic that is selected when the account credit payment is applied.

This section displays the following data: 

1. Transfer From Clinic: The clinic that was set in the Clinic field when the account credit was originally added as a deposit or overpayment.


2. Transfer To Clinic: The clinic that was set in the Clinic field when the account credit was applied to an invoice.


Note: When the Transfer From Clinic is the same as the Transfer To Clinic it means the transfer was made from one provider to another within the same clinic. When the Transfer From Clinic is different from the Transfer To Clinic it means the clinic on original payment that created the account credit is different from the clinic that was selected when the account credit was applied to an invoice.