Time of Service Collections Report

athenaCollector + athenaClinicals

The Time of Service Collections report helps you understand the financial status of every appointment and observe the data displayed in the time of service collection rate (TSCR) metric on the Sentinel Metrics Dashboard. athenahealth recommends that you use the Time of Service Collections report to monitor performance over time at the practice, department, and staff level.

Note:

If you have access to multiple practices, you can enable and run the cross-practice version of the Time of Service Collections report, which enables you to report on specific context IDs.
Payments that are voided the same day they're collected are excluded from this report entirely, as these are assumed to be payments collected by mistake. The correct workflow is to wait for athenaOne to void the unapplied payment and move it to an outstanding balance, or manually move the payment after the DOS.

Step-by-step instructions

To run the Time of Service Collections report

Use the filter fields to select the appointments that you want to report on.

Note: You must specify a date range to run the report.

Display the Report Library: On the Main Menu, click Reports. Under General, click Report Library.
Click the Front Office Operations tab.
Click run next to Time of Service Collections in the Standard Reports section of the tab.
The Run Report: Time of Service Collections page appears.
From date - To date — Enter the start and end dates for the appointments that you want to include in the report, or select a date range from the menu.
Note: Do not use this report for appointments that occurred before May 18, 2015 (the data will not be valid).
Checked In By Username — To select appointments checked in by specific users, click Selected and then select the usernames from the list.
Checked Out By Username — To select appointments checked out by specific users, click Selected and then select the usernames from the list.
Department — To select appointments for specific departments, click Selected and then select the departments from the list.
Provider Group — To select appointments for departments associated with specific provider groups, click Selected and then select the provider groups from the list.
Provider Custom Filter Name — To select appointments for specific providers based on custom filters with a filter type of Provider, click Selected and then select the custom filters from the list.
For more information, see Custom Filters.
Provider Group Custom Filter Name — To select appointments for specific provider groups based on custom filters with a filter type of Provider Group, click Selected and then select the custom filters from the list.
For more information, see Custom Filters.
Department Custom Filter Name — To select appointments for specific departments based on custom filters with a filter type of Department, click Selected and then select the custom filters from the list.
For more information, see Custom Filters.
Place of Service — To select appointments for departments associated with specific places of service, click Selected and then select the places of service from the list.
Appointment Type — To select appointments for specific appointment types, click Selected and then select the appointment types from the list.
View Type — Use this field to display one table row for each selected appointment (the Detailed view) or to display aggregated appointment data (one of the Summary views).
For more information about the view types, see Detailed view and summary views.
Show $ sign for monetary values — When this option is selected (the default), the report results display monetary values with a dollar sign ($) and rates with a percent sign (%). If you deselect this option, the report results display raw numerical values.
Redact Patient Information — Select this option to exclude the Patient ID, Patient Last Name, and Patient First Name columns from the report results.
Report Format — Select the format for your report results.

HTML table — Display the report results on your screen.
Text (tab-delimited) — Export the report results to a .csv file in tab-delimited format.
Text (comma-delimited) — Export the report results to a .csv file in comma-delimited format.

Report Options — Select report options.

Suppress Column Headings — Select this option to remove column headings from the report results.
Suppress Report Name — Select this option to remove the report name from the report results.
Show Filter Criteria — Select this option to include your selected filter criteria in the report results.
Run Offline (will appear in your Report Inbox tomorrow morning) — Select this option for very long reports. Reports that are run offline appear in your Report Inbox the morning after the request.

Click Run Report.

To run the cross-practice version of the Time of Service Collections report

If you have access to multiple practices (context IDs), you can enable and run the cross-practice version of the Time of Service Collections report. The cross-practice version of the report has fewer filter fields, but the report results include the same columns as the Time of Service Collections report.

Display the Report Library: On the Main Menu, click Reports. Under General, click Report Library.
Click the Front Office Operations tab.
Click run next to Time of Service Collections - Cross Practice (in the Standard Reports section of the tab).
The Run Report: Time of Service Collections - Cross Practice page appears.
From date - To date — Enter the start and end dates for the appointments that you want to include in the report, or select a date range from the menu.
Note: Do not use this report for appointments that occurred before May 18, 2015 (the data will not be valid).
Place of Service — To select appointments for departments associated with specific places of service, click Selected and then select the places of service from the list.
Context — To run the report for specific practices (contexts), click Selected and then select the contexts from the list.
View Type — Use this field to display one table row for each selected appointment (the Detailed view) or to display aggregated appointment data (one of the Summary views).
For more information about the view types, see Detailed view and summary views.
Show $ sign for monetary values — When this option is selected (the default), the report results display monetary values with a dollar sign ($) and rates with a percent sign (%). If you deselect this option, the report results display raw numerical values.
Redact Patient Information — Select this option to exclude the Patient ID, Patient Last Name, and Patient First Name columns from the report results.
Report Format — Select the format for your report results.
- HTML table — Display the report results on your screen.
- Text (tab-delimited) — Export the report results to a .csv file in tab-delimited format.
- Text (comma-delimited) — Export the report results to a .csv file in comma-delimited format.
Report Options — Select report options.
- Suppress Column Headings — Select this option to remove column headings from the report results.
- Suppress Report Name — Select this option to remove the report name from the report results.
- Show Filter Criteria — Select this option to include your selected filter criteria in the report results.
- Run Offline (will appear in your Report Inbox tomorrow morning) — Select this option for very long reports. Reports that are run offline appear in your Report Inbox the morning after the request.
Click Run Report.

Field Reference

Run Report: Time of Service Collections
From date - To date	Enter the start and end dates for the appointments that you want to include in the report, or select a date range from the menu. Do not use this report for appointments that occurred before May 18, 2015 (the data will not be valid). 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.
Checked In By Username	To select appointments checked in by specific users, click Selected and then select the usernames from the list.
Checked Out By Username	To select appointments checked out by specific users, click Selected and then select the usernames from the list.
Department	To select appointments for specific departments, click Selected and then select the departments from the list.
Provider Group	To select appointments for departments associated with specific provider groups, click Selected and then select the provider groups from the list.
Provider Custom Filter Name	To select appointments for specific providers based on custom filters with a filter type of Provider, click Selected and then select the custom filters from the list. For more information, see Custom Filters.
Provider Group Custom Filter Name	To select appointments for specific provider groups based on custom filters with a filter type of Provider Group, click Selected and then select the custom filters from the list. For more information, see Custom Filters.
Department Custom Filter Name	To select appointments for specific departments based on custom filters with a filter type of Department, click Selected and then select the custom filters from the list. For more information, see Custom Filters.
Place of Service	To select appointments for departments associated with specific places of service, click Selected and then select the places of service from the list.
Appointment Type	To select appointments for specific appointment types, click Selected and then select the appointment types from the list.
View Type	Use this field to display one table row for each selected appointment (the Detailed view) or to display aggregated appointment data (one of the Summary views). The Detailed view (selected by default) displays one row per appointment. Each row has a flag (Y or N) to indicate whether the appointment is included in the time of service rate calculation on the Sentinel Metrics Dashboard. The Summary views aggregate the data shown in the detailed view. Use one of the Metric Summary views to display a summary of appointment records based on the time of service rate sentinel metric calculation. Use one of the Raw Summary views to display a summary of all appointment records, regardless of the Yes or No setting in the Include in Metric Y/N column of the Detailed view. For more information about the views you can select, see Detailed view and summary views.
Show $ sign for monetary values	When this option is selected (the default), the report results display monetary values with a dollar sign ($) and rates with a percent sign (%). If you deselect this option, the report results provide raw numerical values.
Redact Patient Information	Select this option to exclude the Patient ID, Patient Last Name, and Patient First Name columns from the report results.
Report Format	Select the format for your report results. HTML table — Display the report results on your screen. Text (tab-delimited) — Export the report results to a .csv file in tab-delimited format. Text (comma-delimited) — Export the report results to a .csv file in comma-delimited format.
Report Options	Select other options for your report results. Suppress Column Headings — Select this option to remove column headings from the report results. Suppress Report Name — Select this option to remove the report name from the report results. Show Filter Criteria — Select this option to include your selected filter criteria in the report results. Run Offline (will appear in your Report Inbox tomorrow morning) — Select this option for very long reports. Reports that are run offline appear in your Report Inbox the morning after the request.
Column headings — Detailed view
Context ID	This column appears only when you run the cross-practice version of the Time of Service Collections report.
Context Name	This column appears only when you run the cross-practice version of the Time of Service Collections report.
Checked In By Name	First and last name associated with the user who started appointment check-in.
Checked In By Role	Role of the user who started appointment check-in.
Checked Out By Name	First and last name associated with the user who started appointment checkout.
Checked Out By Role	Role of the user who started appointment checkout.
Collected By Name	First and last name associated with the user who created the transaction payment at the time of service.
Collected By Role	Role of the user who created the transaction payment at the time of service.
Provider Group	Provider group of the department associated with the appointment. Note: This column appears only if your organization uses provider groups.
Department Name	Department associated with the appointment.
Place of Service	Place of service associated with the department.
Appointment Date	Date of the appointment.
Appointment ID	Appointment ID.
Appointment Type	Appointment type associated with the appointment.
Patient ID	Patient ID associated with the appointment. You can click the linked ID to display the patient's Quickview.
Patient Last Name	Patient last name.
Patient First Name	Patient first name.
Primary IRC Group	Primary insurance reporting category group associated with the appointment.
Primary IRC	Primary insurance reporting category associated with the appointment.
Secondary IRC Group	Secondary insurance reporting category group associated with the appointment.
Secondary IRC	Secondary insurance reporting category associated with the appointment.
Total Copay Owed	Total copay amount owed before the patient made pre-visit or time-of-service payments.
Pre-Visit Copay Collected	Copay amount collected before the date of the appointment.
ToS Copay Owed	Copay amount owed at the start of the appointment, calculated as: Total Copay Owed – Pre-Visit Copay Collected Note: If the user who checked in the patient selected the Not required option for the copay, this field displays $0.
ToS Copay Collected	Copay amount collected during the appointment. For a copay to appear in this column, the copay must be collected the same day as the appointment using the Copay field.
Total Copay Collected	Total copay amount collected, calculated as: ToS Copay Collected + Pre-Visit Copay Collected
Copay Choice	If the patient cannot pay the full copay amount, the user selects the reason for not collecting the copay in full during check-in or checkout (Payment and Balances section). The option selected from the Reason for different co-pay menu appears in this column. Note: If the user selected the Co-pay not required option from the menu, the Copay Owed Amount field displays $0.
Copay Type	Type of copay (for example, Office Visit or Specialty Care).
Copay Payment Method	Payment method used to pay the copay amount.
Total Patient Outstanding Owed	Outstanding patient balance (other than copay) owed at the time that appointment check-in began. This amount does not include balances in collections or bad debt, or balances that are covered by payment plans or cards on file.
Pre-Visit Outstanding Collected	Outstanding amount (other than copay) collected before the date of the appointment.
ToS Patient Outstanding Collected	Amount collected towards the patient's outstanding balance on the day of the appointment, excluding down payments and copays for the current appointment.
Total Family Outstanding Owed	Outstanding family balance at the time that appointment check-in began. This amount does not include balances in collections or bad debt, or balances that are covered by payment plans or cards on file. Note: If the Family Billing feature was not enabled for the time period covered in the report, this column does not appear.
ToS Family Outstanding Collected	Amount collected towards the family's outstanding balance on the day of the appointment. Note: If the Family Billing feature was not enabled for the time period covered in the report, this column does not appear.
ToS Down Payment Collected	Down payment amount collected during the appointment.
Total ToS Outstanding Collected	Total outstanding amount (other than copay) collected during the appointment, calculated as: ToS Down Payment Collected + ToS Patient Outstanding Collected + ToS Family Outstanding Collected
Total Outstanding Collected	Total outstanding amount (other than copay) collected, calculated as: Total ToS Outstanding Collected + Pre-Visit Outstanding Collected
Outstanding Choice	If the patient cannot pay the full outstanding amount, the user selects the reason for not collecting the full amount during check-in or checkout (Payment and Balances section). The option selected from the Reason for not collecting in full menu appears in this column.
Outstanding Payment Collected Y/N	Indicates whether any money was collected towards the patient or family outstanding balances (Y = yes, N = no).
Outstanding Payment Method	Payment method used to pay the outstanding amount.
Unapplied Owed Amount	Unapplied amount associated with the patient's account at the time that check-in began.
Unapplied Collected Amount	Unapplied amount collected during appointment check-in or checkout.
Collections Owed	Amount in collections owed at the time of the appointment.
Collections Collected	Amount in collections that was collected at the time of the appointment.
Total Patient Bad Debt Owed	Total patient bad debt balance owed for the selected date range
Pre-Visit Bad Debt Collected	Total bad debt amount collected
ToS Patient Bad Debt Collected	Sum of patient bad debt balance collected during the appointment.
Total Family Bad Debt Owed	Total family bad debt balance owed for the selected date range
Total Family Bad Debt Collected	Total family bad debt amount collected during the appointment
Total ToS Bad Debt Collected	Total bad debt amount collected.
Total Bad Debt Collected	Total bad debt amount collected during the appointment
Bad Debt Choice	If the patient cannot pay the full bad debt amount, the user selects the reason for not collecting the full amount during check-in or checkout (Payment and Balances section). The option selected from the Reason for not collecting in full menu appears in this column.
Bad Debt Payment Collected Y/N	Indicates whether any money was collected towards the patient or family bad debt balance (Y = yes, N = no).
Bad Debt Payment Method	Payment method used to pay the bad debt amount.
Existing Payment Plan	Indicates whether the patient or family had an existing payment plan at the time of the appointment (Y = yes, N = no).
Payment Plan Created YN	Indicates whether a payment plan was created during the appointment (Y = yes, N = no).
Card on File YN	Indicates whether the patient had an existing card on file agreement at the time of the appointment (Y = yes, N = no).
Card on File Created YN	Indicates whether a card on file agreement was added to the patient's record during the appointment (Y = yes, N = no).
Include in Metric Y/N	Indicates whether the details of the appointment are included in the time of service rate calculation on the Sentinel Metrics Dashboard. Note: If a patient had multiple appointments in a calendar month, the metric calculation includes only the information from the most recent appointment.

Column headings — Summary view
Department Name	Department associated with the aggregated appointments. This column appears if you select one of the Department views from the View Type menu, for example, Monthly Raw Summary by Department.
Provider Group	Provider group of the department associated with the aggregated appointments. This column appears if your organization uses provider groups and you select one of the Provider Group views from the View Type menu, for example, Monthly Metric Summary by Provider Group.
Checked In By Name	First and last name associated with the user who started appointment check-in. This column appears if you select one of the Check In User views from the View Type menu, for example, Monthly Metric Summary by Check In User.
Checked Out By Name	First and last name associated with the user who started appointment checkout. This column appears if you select one of the Check Out User views from the View Type menu, for example, Weekly Raw Summary by Check Out User.
Month	Month, displayed as "mm/dd/yyyy - mm/dd/yyyy." This column appears if you select one of the monthly views from the View Type menu, for example, Monthly Raw Summary by Department. Note: If you select a date range for part of a month (for example, June 1 – June 15), the Month column displays 06/01/2019 - 06/15/2019.
Week	Week, displayed as "mm/dd/yyyy - mm/dd/yyyy." This column appears if you select one of the weekly views from the View Type menu, for example, Weekly Metric Summary by Check In User. Note: If you select a date range shorter than a week (for example, 05/01/2019 - 05/03/2019), the Week column displays the entire week, that is, 04/30/2019 - 05/06/2019.
Total Copay Owed	Total copay amount owed before the patient made pre-visit or time-of-service payments.
Pre-Visit Copay Collected	Copay amount collected before the date of the appointment.
Pre-Visit Copay Rate	Copay balance collected before the date of the appointment divided by the total copay balance owed. Calculated as a percentage: Pre-Visit Copay Collected / Total Copay Owed
ToS Copay Owed	Copay balance owed at the start of the appointment, calculated as: Total Copay Owed – Pre-Visit Copay Collected
ToS Copay Collected	Copay amount collected during the appointment.
ToS Copay Rate	Copay balance collected during the appointment divided by the copay balance owed at the start of the appointment. Calculated as a percentage: ToS Copay Collected / ToS Copay Owed
Total Copay Collected	Total copay amount collected, calculated as: Pre-Visit Copay Collected + ToS Copay Collected
Total Copay Rate	Total copay balance collected divided by the total copay balance owed. Calculated as a percentage: Total Copay Collected / Total Copay Owed
Sentinel Metrics Copay Rate	Copay balance collected during the appointment divided by the total copay balance owed. Calculated as a percentage: ToS Copay Collected / Total Copay Owed Note: This amount should match the copay rate on the Sentinel Metrics Dashboard.
ToS Copay Instance Rate	Number of appointments with time-of-service copay amounts collected divided by the total number of appointments with outstanding copay amounts owed. Calculated as a percentage.
Total Outstanding Owed	Total outstanding patient and family balances owed (other than copay) for the selected date range.
Pre-Visit Outstanding Collected	Outstanding amount (other than copay) collected before the date of the appointment.
ToS Outstanding Owed	Outstanding amount owed (other than copay) at the start of the appointment, calculated as: Total Outstanding Owed – Pre-Visit Outstanding Collected
ToS Down Payment Collected	Down payment amount collected during the appointment.
ToS Outstanding Collected	Sum of outstanding patient and family balances collected during the appointment.
ToS Outstanding Rate	Sum of the outstanding balance and down payment balance collected during the appointment divided by the outstanding balance collected during the appointment. Calculated as a percentage: (ToS Outstanding Collected + ToS Down Payment Collected) / ToS Outstanding Collected
Total Outstanding Collected	Total outstanding amount (other than copay) collected, calculated as: Pre-Visit Outstanding Collected + ToS Down Payment Collected + ToS Outstanding Collected
Total Outstanding Rate	Outstanding balance (other than copay) collected divided by the outstanding balance owed. Calculated as a percentage: Total Outstanding Collected / Total Outstanding Owed
Outstanding Instance Rate	Number of appointments with dollars of prepayment, down payment, or outstanding balance collected divided by the total number of appointments with any outstanding balance owed amount. Calculated as a percentage.
Total Bad Debt Owed	Total bad debt balance owed for the selected date range.
Pre-Visit Bad Debt Collected	Total bad debt amount collected
ToS Bad Debt Owed	Bad debt amount owed at the start of the appointment.
ToS Bad Debt Collected	Sum of bad debt balance collected during the appointment.
ToS Bad Debt Rate	Sum of the bad debt balance and down payment balance collected.
Total Bad Debt Collected	Total bad debt amount collected.
Total Bad Debt Rate	Bad debt balance collected divided by the bad debt balance owed. Calculated as a percentage: Total Bad Debt Collected / Total Bad Debt Owed
Bad Debt Instance Rate	Number of appointments with bad debt balance collected divided by the total number of appointments with any outstanding bed debt balance owed amount. Calculated as a percentage.
ToS Collected	Sum of copay and outstanding balance amounts collected during the selected date range, based on the filters you selected.
ToS Owed	Sum of copay and outstanding balance amounts owed for the selected date range, based on the filters you selected.
ToS Rate	Time of service collection rate, calculated as a percentage: [(Copay collected + Patient outstanding collected + Family outstanding collected) / (Copay owed + Patient outstanding owed + Family outstanding owed)] × 100
CoF Rate	Card on file rate, calculated as a percentage: [(Number of appointments with a card on file at the start of the appointment + cards on file created during the appointment) / (Number of appointments)] × 100
Payment Plan Rate	Payment plan rate, calculated as a percentage: [(Number of appointments where a payment plan already existed or for which a payment plan was created) / (Number of appointments where the patient or family had an outstanding balance greater than the amount collected)] × 100