Creating Accounts Receivable Reports

The Accounts Receivable report enables you to generate a Detailed or Totals Only list of all receivable accounts by patient, responsible party, or insurance carrier. More...More...

Accounts Receivable by Patient — Prints in alphabetical order by patient last name (which can differ from the responsible party’s name). All responsible parties and insurance carriers who are financially responsible for a patient, and have ledger history, are printed on the report, along with the respective balances.
Accounts Receivable by Responsible Party — Prints in alphabetical order by responsible party’s last name. Any patient and insurance carrier for whom a responsible party has a balance is printed individually, in addition to the total sum for the responsible party.
Accounts Receivable by Insurance Carrier — Prints in alphabetical order by insurance carrier. All insurance carriers and responsible parties who are financially responsible, and have ledger history, are printed on the report, along with the respective balances.

Printing either the Patient or Responsible Party report using the Totals Only setting and either the All Accounts or All Non-Zero Accounts with no minimum balance options, should yield the same totals. The Totals page prints the selected report options and a summary of the accounts.

To print the Accounts Receivable report:

From the main menu, select Reports > Financial > Accounts Receivable by > Patient/Responsible Party/Insurance Carrier. The appropriate Accounts Receivable window is displayed. The Accounts Receivable (Patient) window is used in this example.
In the Names to Print section, enter the first letter of the patient or responsible party’s last name, or enter letters for a range of last names; for example, M through Z. To include all patients, use the default values: A for Starting Range and Z for Ending Range.

To include totals for a range of names, select Totals for Each Letter.

In the Accounts Receivable for Insurance window, enter the first letter of the carrier name, or enter letters for a range of carrier names. To include all carriers, use the default values: A for Starting Range and Z for Ending Range.

In the Location section, the default value is All Locations if your office has multiple locations. To print the report for only one location, select Single Location and use the drop-down list to select the location.
In the Age of Accounts to Print section, select from the following optionsoptions.
- All Accounts: Prints all accounts regardless of balance. Receivable totals on this report match the daysheet totals.
- All Non-Zero Accounts: Prints accounts if Due Now or Due Later is not equal to zero.
- Use Insurance Balances must be selected for the receivable totals on this report to match the daysheet totals.
- All Credit Balance Accounts: Prints accounts with a selected minimum total credit balance.
- All Positive Total Balance Accounts: Prints accounts if Due Now and Due Later are greater than or equal to the minimum dollar amount.
- All Positive Due Now Accounts: Prints accounts if Due Now is greater than or equal to the minimum dollar amount.
- All Non-Zero Due Now Accounts: Prints accounts if Due Now is not equal to zero.
- All 30+ Day Balance Accounts: Prints accounts if the sum of the age categories [(31-60) + (61-90) + (91+)] is greater than or equal to the minimum dollar amount.
- All 60+ Day Balance Accounts: Prints accounts if the sum of the age categories [(61-90) + (91+)] is greater than or equal to the minimum dollar amount.
- All 90+ Day Balance Accounts: Prints accounts if the age category 91+ is greater than or equal to the minimum dollar amount.

Minimum Dollar AmountMinimum Dollar Amount

Depending on the type of report you select, the software can prompt you for a minimum dollar amount. Enter the minimum amount for the accounts that print. This report reads the amount according to the type of Aged Accounts selected to find the patients/responsible parties/carriers that fit the selected criteria. The minimum amount is used for both positive and credit balances. For example, running a report for All Non-Zero Accounts with a minimum balance of $25.00 would not print a $20.00 positive balance account or a $15.00 credit balance.

Use Insurance BalancesUse Insurance Balances

When you select Use Insurance Balances, a patient’s balance includes the patient balance plus the insurance balance(s).

This account would be on the Accounts Receivable report because the insurance balance is over $10.00 and 90+ days past due.

When Use Insurance Balances is not selected for the report, aged receivable totals may not match daysheet totals for certain Aged Account reports.

In the Print Totals section, select Print Totals Only to print an aged receivables total of all accounts without printing the detail for each patient/responsible party/insurance carrier.
Click OK. The Accounts Receivable Print Options window is displayed. Select to print, preview, or export the report.