A/R Aging Wizard (Simple View)

athenaCollector

This page allows you to generate a report that shows accounts receivable by date of service for your practice. You can specify the parameters of each report using either the simple or advanced view of this page. (To access the advanced view, click the Advanced >> button at the bottom of this page.)

Note: Under the description of the page, you can select a default view of the Accounts Receivable (A/R) Aging Wizard and the Activity Wizard. If no preference is set, both Wizard pages default to the Simple view. After you select either the Simple or Advanced view, click Make this my default Activity/AR Aging Wizard view.

Step-by-step instructions

To run an A/R aging report (simple view)

Display the A/R Aging Wizard (Simple View) page: On the Main Menu, click Reports. Under FINANCIALS, click Accounts Receivable Aging Wizard.
Patient department —

Select a department to report only on transactions for that patient department.
Select Hide All to report on practice-wide transactions.
Select Show All to report on practice-wide transactions summarized for each patient department.

Service department —

Select a department to report only on transactions for that service department.
Select Hide All to report on practice-wide transactions.
Select Show All to report on practice-wide transactions summarized for each service department.

Rendering provider —

Select a provider to report only on transactions for that rendering provider.
Select Hide All to report on practice-wide transactions.
Select Show All to report on practice-wide transactions summarized for each rendering provider.

Supervising provider —

Select a provider to report only on transactions for that supervising provider.
Select Hide All to report on practice-wide transactions.
Select Show All to report on practice-wide transactions summarized for each supervising provider.

Ordering provider —
- Select a provider to report only on transactions for that ordering provider.
- Select Hide All to report on practice-wide transactions.
- Select Show All to report on practice-wide transactions summarized for each ordering provider.
Procedure code(s) —

To report on a limited set of procedure codes, enter up to four procedure codes in the Procedure code(s) fields. You can type a period to access the Procedure Code Lookup tool. You can also use wildcards (e.g., 992*) to include a set of similar procedure codes on the report.
Show all procedure codes — Select this option to report on all procedure codes.
Include non fee-affecting modifiers — Select this option to display procedure code modifiers that do not affect fees.
Hide procedure code description — Select this option to suppress the procedure code descriptions.

Leave the Procedure code(s) fields blank to report on transactions regardless of procedure code.

Insurance package IDs —

Enter up to four insurance package IDs in the Insurance package IDs fields. You can type a period to access the Insurance Package Lookup tool.
Show all insurance packages — Select this option to report on all insurance packages.
Show insurance package phone number — Select this option to include the insurance package phone number in the report.
Leave the Insurance package IDs fields blank to report on transactions regardless of insurance package ID.

Net A/R — Select this option to include net A/R in the report.
Report format —

XML (Can sort, resort and drill-down in Web browser, & show percentages)
HTML (Must specify sort order in advance, but can include subtotals). If you select this option, the Choose report options page appears when you click Run Report. From this page, you can select the Show totals & subtotals option and/or the Show report only (omit report generation options from output) option.
Comma-delimited text (Like HTML, but will download into Excel). If you select this option, the Choose report options page appears when you click Run Report. From this page, you can select the Show totals & subtotals option.

Offline report — To run the report offline:
1. Select the Run this report offline and send to Report Inbox tomorrow morning option.
2. Offline report name — Enter a name for the report. The report is also saved under this name as a custom report in the Report Library.
3. Report category — Select the tab in the Report Library where you want the saved report to appear.
4. Report section — Select the location in the Report Library for your new report.
  - My reports — Select this option to keep the report private. The report appears on the My Reports tab of the Report Library.
  - Practice reports — Select this option to make the report available to other practice users who have report permissions for the report category that you selected. The report appears in the Practice Reports section of the tab you selected using the Report category field.
1. Click Run Report. A confirmation message appears.
2. Click Continue to display the Report Library and see your report listed there.
If you are not running the report offline, click Run Report. The report appears at the bottom of the page.
Note: Large reports may take several minutes to appear. You may need to scroll to the right to see the entire report.

Gross and Net columns in the A/R Aging report

When the Include net A/R option is selected, the A/R Aging Wizard report results include two sets of columns:

The GROSS columns show the sum of charge amounts (including transfers and payments) outstanding for each date range.
The NET columns show the sum of the expected allowed amounts for those charges, less any payments or transfers.

Because the copayment is not subtracted, the NET TOTAL amount can be larger than the GROSS TOTAL amount. This discrepancy can also occur when a payer overpays a given charge. For example, if the expected allowed amount for a charge is $400, but the payer accidentally makes two payments of $400, the NET TOTAL column displays $400, but the GROSS TOTAL column displays -$400, a difference of $800.

If there is no expected allowed amount for a charge, athenaOne uses the full charge amount.

To save an A/R aging report

To create a portable report that you can run in more than one practice, you must have the "Portable Reports" permission. This permission is included in the "Practice Switcher" role.

Note: A portable report is available only to the user who created it.

Display the A/R Aging Wizard: On the Main Menu, click Reports. Under FINANCIALS, click Accounts Receivable Aging Wizard.
If you need to select options from the Advanced view of the A/R Aging Wizard, click Advanced >>.
Select the information to display in the A/R report.
Click Run Report. The report is displayed at the bottom of the page.
Click the Save This Report As A New Report link (located at the bottom of the report results).
The Save Report page appears.
Report name — Enter a name for the new report. The name should be unique; this name appears in the Report Library.
Report description — Enter a description of the report. This description appears in the Report Library.
Report category — Select the tab in the Report Library where you want the saved report to appear.
Report section — Select the location in the Report Library for your new report.
- My Reports — Select this option to keep the report private. The report appears on the My Reports tab of the Report Library.
- Practice Reports — Select this option to make the report available to other practice users who have report permissions for the report category that you selected.
- Portable Reports — Select this option to create a report that you can run in more than one practice. The report appears in the Portable Reports section of the tab you selected using the Report category field.
  Note: You cannot hide portable reports, nor can you mark them as favorites.
Age by date of — Verify the selection or select another option from the menu.
Show aging as of (postdate) — Verify the selection or select another option from the menu. The selection refers to the day on which the report runs. For example, if the report is run on 12/5/2016, "Today" means 12/5/2016. If the report is run on 12/10/2016, "Today" means 12/10/2016.
Click Save Report. A confirmation message appears.
Click Run This Report Now to run the report, or click Continue to display the Report Library page.
Your new custom A/R report is now available on the Report Library page.

Features and workflows

The A/R Aging Wizard enables you to report on your practice's accounts receivable (A/R) and plays an important role in month-end reconciliation.

Best Practice: Run this report at least once per month. Some practices may choose to run the report weekly or daily. This report allows you to answer questions such as "How much money do I have outstanding to BCBS?"

The A/R aging report provides you with a broad analysis of charges that have not yet been paid. This information can provide critical insight into the financial performance of your practice. You can use A/R aging reports to:

Monitor your practice's accounts receivable by date of service
Identify pockets of outstanding A/R by payer
Compare payer reimbursement cycle time
Identify and research specific claims that make up your overall accounts receivable

You can specify the parameters for each report using the simple or advanced view of this page. (Click the Advanced << or Simple << button at the bottom of this page.)

Tip: Running the A/R report by date of charge creation or by date of service is generally the most useful way to run an aging report in athenaOne; these options yield results closest to what you might expect.

See What reports are guaranteed to remain static over time? for information about reporting on historical data.

Negatively aged A/R amounts

A/R aging reports include negatively aged A/R amounts, so that beginning A/R — ending A/R = activity for the period. Negatively aged A/R amounts are included in the "Less than 31 day" aging bucket (or the first bucket in the A/R Aging Wizard).

Negatively aged A/R scenarios can occur in one of two ways:

Manually, during payment posting. When you post a payment, you can set the payment's post date to a date that occurs before the charge's post date. For example, you collect a patient payment for a MISC charge. You enter the charge today, but you back-date the payment's post date to yesterday.
Automatically, using default transaction dating functionality. The Default Post Date practice setting can set the post dates for payment transactions before the post date of charges, causing negatively aged A/R scenarios.

Field Reference

Simple view filter fields (default)
Patient department	The patient's department. Select a patient department to report only on transactions for that patient department. Select Hide All to report on practice-wide transactions. Select Show All to report on practice-wide transactions summarized for each patient department.
Service department	The department where the charge was incurred. Select a service department to report only on transactions for that service department. Select Hide All to report on practice-wide transactions. Select Show All to report on practice-wide transactions summarized for each service department.
Rendering provider	The rendering provider associated with this charge. Select a provider to report only on transactions for that rendering provider. Select Hide All to report on practice-wide transactions. Select Show All to report on practice-wide transactions summarized for each rendering provider.
Supervising provider	The supervising provider associated with this charge. Select a provider to report only on transactions for that supervising provider. Select Hide All to report on practice-wide transactions. Select Show All to report on practice-wide transactions summarized for each supervising provider.
Ordering provider	The ordering provider associated with this charge. Select a provider to report only on transactions for that ordering provider. Select Hide All to report on practice-wide transactions. Select Show All to report on practice-wide transactions summarized for each ordering provider.
Procedure code(s)	To report on a limited set of procedure codes, enter up to four procedure codes in the Procedure code(s) fields. You can type a period to access the Procedure Code Lookup tool. You can also use wildcards (e.g., 992*) to include a set of similar procedure codes on the report.
Show all procedure codes	Select this option to report on all procedure codes.
Include non fee-affecting modifiers	Select this option to display procedure code modifiers that do not affect fees.
Hide procedure code descriptions	Select this option to suppress descriptions of procedure codes in the report.
Insurance package IDs	The ID number of the patient's insurance package associated with the transaction. To report on a limited set of insurance packages, enter up to four insurance package IDs in the Insurance package IDs fields. You can type a period to access the Insurance Package Lookup tool. Leave the Insurance package IDs fields blank to report on transactions regardless of insurance package ID.
Show all insurance packages	Select this option to include all insurance packages in the report.
Show insurance package phone number	Select this option to include the phone numbers of the insurance packages in the report.
Net A/R	Net A/R incorporates expected allowable amounts (rather than using only gross charge outstanding amounts) when calculating the amount outstanding. When the Include net A/R option is selected, the report results include two sets of columns: The GROSS columns show the sum of the charge amounts outstanding for each date range. The NET columns show the sum of the expected allowed amounts for those charges, less any payments or transfers. Note: If there is no expected allowed amount for a charge, athenaOne uses the full charge amount.
Report format (option buttons)	XML (Can sort, resort and drill-down in Web browser, & show percentages). HTML (Must specify sort order in advance, but can include subtotals). If you select this option, the Choose report options page appears when you click Run Report. You can select the Show totals & subtotals option and/or the Show report only (omit report generation options from output) option. Comma-delimited text (Like HTML, but will download into Excel). If you select this option, the Choose report options page appears when you click Run Report. You can select the Show totals & subtotals option. Note: If you selected multiple fields to report (for example, providers and departments), the Choose report options page (which appears for the HTML and Comma-delimited text options) includes checkboxes for each field, so that you can indicate the fields to be subtotaled.
Offline report	Select this option to run the report offline and deliver the report to your Report Inbox the next morning.
Column Headings
#chg	The number of charge items included in this report row under the primary payer's responsibility. Note: If you run this report for a primary payer and a zero (0) appears in the #chg column, it may indicate that a dollar amount was posted in the primary column on the Claim Edit page by a different payer than the primary payer identified in the coordination of benefits on the claim.
< 31	The dollar amount of accounts receivable for your practice within 30 days of the date of service selected.
31-60	The dollar amount of accounts receivable for your practice between 30 and 60 days of the date of service selected.
61-90	The dollar amount of accounts receivable for your practice between 60 and 90 days of the date of service selected.
91-120	The dollar amount of accounts receivable for your practice between 90 and 120 days of the date of service selected.
> 120	The dollar amount of accounts receivable for your practice for more than 120 days after the date of service selected.
TOTAL	The total dollar amount of accounts receivable.