Activity Wizard (Simple View)

athenaCollector

This page allows you to generate an activity report and save the report to the Report Library.

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 activity report (simple view)

Display the Activity Wizard (Simple View): On the Main Menu, click Reports. Under FINANCIALS, click Activity Wizard.
Start date/End date —

Enter or select the start and end dates in the Start date/End date fields for the date range of the report.
Use the menu to select a relative day (e.g., Today, Yesterday, Month-to-Date). The Start date/End date fields are automatically calculated.

by date of — Specify which date on the claim should fall within the selected Start date/End date range. Note that only reports run with transaction post selected are guaranteed to remain constant for closed periods, and guaranteed to balance against the A/R Aging report results.

Select transaction post to show claims that have transactions posted within the Start date/End date range.
Select charge post to show claims that have charges posted within the Start date/End date range, regardless of activity.
Select service to show claims that have service dates within the Start date/End date range.
Note: The dates of service used to generate the Activity Wizard report are the dates of service specified in the individual charge lines of the claim (not the Date of service field that appears on the Claim Action and Claim Edit pages).
Select last billed to show claims that were last billed within the Start date/End date range.

Patient department —

Select a patient department to report only on transactions from 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 service department to report only on transactions from 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 provider.
Select Hide All to report on practice-wide transactions.
Select Show All to report on practice-wide transactions summarized for each 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.
- Select the Show all procedure codes option to report on all procedure codes.
- Select the Include non fee-affecting modifiers option to display procedure code modifiers that do not affect fees.
- Select the Hide procedure code description option to suppress the procedure code descriptions.
Insurance package IDs —

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.
To report on all insurance packages, select the Show all insurance packages option.
To include the insurance package phone number in the report, select the Show insurance package phone number option.

Net activity — Select the Include net A/R option to include columns showing the sum of the expected allowed amounts for the charges returned by the report. (If there is no expected allowed amount for a charge, athenaOne uses the total gross charge amount.)
- current exp allowed amt — This column shows the expected allowed amounts for the charges in the current chg column.
- late exp allowed amt — This column shows the expected allowed amounts for the charges in the late chg column.
Report format option buttons —

XML (Can sort, resort, and drill-down in Web browser, and 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 downloads to 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.

To save an activity 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 Activity Wizard: On the Main Menu, click Reports. Under FINANCIALS, click Activity Wizard.
If you need to select options from the Advanced view of the Activity Wizard, click Advanced >>.
Select the information to display in the activity 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. The report appears in the Practice Reports section of the tab you selected using the Report category field.
- 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.
Start date/End date — Verify the selection or select other options for the start and end dates. The selection refers to the day on which the report runs. For example, if the report is run on 10/5/2016, "Today" means 10/5/2016. If the report is run on 10/10/2016, "Today" means 10/10/2016.
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 activity report is now available on the Report Library page.

Features and workflows

The Activity Wizard shows you posted activity for a selected time frame and allows you to report on transactions posted to claims in athenaOne. This report 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.

An activity report shows all transaction activity in your practice for a given date range. This activity includes creation of charges, posting of payments, and adjustments of charges. You can use the activity report to answer questions such as:

What was the sum of all charges posted last month?
What was the sum of all payments and adjustments posted last month?

An activity report helps you identify key trends that can affect financial strategy for your practice. Using the activity report, you can:

Report on all transaction activity in the practice during a specified date range
Identify revenue generated per provider
Discover patterns of provider coding
View the transaction cycle of charges entered for the previous month across insurance packages
Report on collections activity (refer to Managing Collections for details)

The transactions that appear in the activity report are those whose by date of date falls between the start date and the end date. Therefore, only reports run with transaction post selected from the by date of menu are guaranteed to remain constant for closed periods and guaranteed to balance against the A/R aging report.

The results of an activity report run by charge post (selected in the by date of menu) may change as payments are posted against those charges. This is because all transactions whose charges were posted in that date range appear in the report, even those with a transaction post date outside that date range. The same is true for reports run by service date. Refer to What reports remain static over time? for information about reporting on historical data.

Field Reference

Simple view filter fields (default)
Start date/End date	The date range for which this report should be run. The report will display any deposit batches that were deposited in this time period or which include transactions posted during this period. Note: If your fiscal year does not align with the calendar year, you can select date ranges for the fiscal year or the calendar year, for example, Fiscal Quarter-to-Date, Previous Fiscal Year, Previous Calendar Quarter, or Calendar Year thru Previous Month.
by date of (menu)	Select the type of date field for transactions. This menu is used to specify which date on the claim should fall within the selected Start date/End date range. Select transaction post (the default) to show claims that have transactions posted within the Start date/End date range. Select charge post to show claims that have charges posted within the Start date/End date range, regardless of activity. Select service to show claims that have service dates within the Start date/End date range. Note: The dates of service used to generate the Activity Wizard report are the dates of service specified in the individual charge lines of the claim (not the Date of service field that appears on the Claim Action and Claim Edit pages). Select last billed to show claims that were last billed within the Start date/End date range.
Patient department	The patient's department of registration. Select a patient department to report only on transactions from 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 from 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 transaction. 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 transaction. 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 transaction. 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 display procedure codes and fee-affecting modifiers on the report.
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 procedure code descriptions.
Insurance package IDs	The insurance package ID associated with the transaction. To report on a limited set of insurance packages, enter up to four insurance package IDs. 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 insurance package phone numbers in the report.
Net activity	Selecting the Include net A/R option will add columns showing the sum of the expected allowed amounts for the charges returned by the report. When the Include net A/R option is selected, the report results include two sets of columns: current exp allowed amt — The expected allowed amounts for the charges in the current chg column. late exp allowed amt — The expected allowed amounts for the charges in the late chg column. Note: If there is no expected allowed amount for a charge, athenaOne uses the total gross charge amount. Note: When the report is run from the Activity Wizard Advanced View, there is only one column. When the report is run from the Activity Wizard Simple View or if the Collapse current/Late charges option is not selected in the Activity Wizard Advanced View, charges are split into "current" and "late." Both columns have corresponding expected allowable columns.
Report format (option buttons)	XML (Can sort, resort, and drill-down in Web browser, and 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 on (for example, providers and departments), the Choose report options page (that appears for HTML and Comma-delimited text options) includes checkboxes for each field, so that you can indicate which fields should be subtotaled.
Offline report	Select this option to run the report offline and deliver it to your Report Inbox the following morning. If you select this option, use specific dates; relative date filters (such as Month-to-Date, Today, Yesterday, etc.) are ignored.
Default Column Headings for Report (at the right)
#chg	The number of charge items included in this report row. You can click the linked number to display the list of individual claims related to this report row in the Task Bar.
current chg	The amount of the current charges associated with this transaction.
late chg	The amount of the late charges associated with this transaction. A "late charge" is a charge with a date of service within a given month and a post date that falls in a later month.
pmt	The payment amount associated with this transaction.
refund	The insurance refund amount associated with this transaction.
contract	The amount of the contractual adjustments associated with this report row.
free	The amount adjusted off as free care associated with this report row.
baddebt	The amount adjusted as bad debt associated with this report row. When a collections amount is deemed unrecoverable, it can be adjusted off to bad debt in part or in full.
pre-collect	The amount adjusted to pre-collect associated with this report row. Your practice must have the "Auto Pre-Collect Adjustments" feature enabled to see this column.
collect	The amount adjusted to collections associated with this report row.
recovery	The recovery adjustment associated with this report row. The recovery adjustment is posted to reverse the collection adjustment. This positive adjustment provides the patient with a positive account balance. The rest of the transactions then work down this balance. The amount of the recovery adjustment is the sum of any recovery payments and fee adjustments. This adjustment typically represents the total amount paid by the patient.
fee	The fee adjustment associated with this report row. The amount collected from the patient that is retained by the collection agency as commission.
cap	The capitated adjustment amount associated with this report row. The capitation adjustment closes the charge line on claims whose payers have a capitation contract with the practice. Capitation adjustments do not usually equal capitation payment remittance records/unpostables. For more information, see Capitation.
globl	The amount adjusted off as global associated with this report row.
w/hold	The withholding adjustment associated with this report row. Withholding is payment held back by payers from the practice for a variety of reasons, included owed back taxes or penalties.
interest	The interest adjustment amount associated with this report row. Interest may be positive or negative. It is either paid to the practice by the payer, usually because the payer owes a penalty due to processing delays, or paid by the practice to the payer, usually because the practice delayed sending requested refunds.
adjoth	The amount for other adjustments associated with this report row. These adjustment types are not already shown in the previous adjustment types. Use of the kick code ADMIN on claim balances appears in this column.
incentive	The total amount of MIPS transactions posted at the charge level.
vendor_adjustments	This adjustment type is used when a Third Party Patient Pay vendor posts a payment adjustment.
net xfer	The net transfer amount associated with this report row. This amount is the sum of transfers in minus the sum of transfers out (transferin and transferout are claim transactions in athenaOne). This column shows the movement of the A/R from one payer to the next.
netreceivable	The net outstanding receivable amount associated with this report row. This amount, which is the sum of all the previous columns, does not necessarily equal the remaining A/R for this report row. For accurate A/R reporting, use the A/R Aging Wizard.