Working with Reports > Creating Financial Reports

Running the Financial Roll

The roll enables you to apply contract charges and late charges to patient accounts and to age the balance. Before running the roll, print and close the current daysheet, and perform a daily backup.

To run the roll:

1. From the main menu, select Reports > Financial > Roll >Roll Accounts. The first in a series of messages is displayed.

2. Select Yes to continue with the roll or No to return to the main menu. If you select Yes, the next message is displayed.

3. In the event of a system failure during the roll, it is critical that you have a backup.

3. If you have not done a backup, click No to return to the main menu and perform a backup. If you have performed the backup, select Yes.

The software also tries to make a backup of your data on the hard disk in the event your software support provider needs quick access to the data. If there is not enough space on your hard drive, several warnings  are displayed, asking if you want to continue without a backup. Contact your software support provider before you proceed with the roll.

When adequate space is available on your hard drive, several messages are displayed as the software prepares the data for the roll. This process can take several minutes, depending on the size of your data.

• It is CRITICAL that you do not delete out of this process once it has begun!

When the data is prepared for the roll, the Roll Options window is displayed.

• If this is the first roll performed since going live after conversion, the Age only (ages *ALL* accounts) option in the Roll Functions section is selected, and the Late Charges and Contracts sections are inactive.

4. In the Roll Functions section, select from the following options.

   • Apply Contract charges, Apply Late charges, and Age accounts—Contracts, pay plans, and monthly fee accounts are processed. Based on the account roll day, any unrolled contract charges that fall on or before the date in the Contracts section “thru date” are applied. Any pending contracts with an initial fee date prior to this date are activated.
     
     Late charges are applied, provided the account meets late charge criteria.
     
     Accounts are aged into due, 30-day, 60-day, or 90-day categories.

   • Apply Contract charges, and Age accounts—Contracts, pay plans, and monthly fee accounts are processed. Based on the account roll day, any unrolled contract charges that fall on or before the date in the Contracts section “thru date” are applied. Any pending contracts with an initial fee date prior to this date are activated.
     
     Accounts are aged into due, 30-day, 60-day, or 90-day categories.

   • Apply Late charges, and Age accounts—Late charges are applied, provided the account meets late charge criteria.
     
     Accounts are aged into due, 30-day, 60-day, or 90-day categories.

   • Age only (ages *ALL* accounts)—Accounts are aged into due, 30-day, 60-day, or 90-day categories.

5. If either of the first two options in the Roll Functions section is selected, the Contracts section is active.

If a Contract Charge roll has not been performed, the current date is displayed in the top field.  

If a Contract Charge roll has been performed, the date through which charges were rolled is displayed in the top field. In the second field, you must type the date through which this roll should process charges—usually the current date.

The previous roll date is displayed by default. If the date is not changed, a warning telling you that you must enter a valid Contract Thru date is displayed.

• Do not roll ahead. Data can be distorted and accounts will not age properly if you attempt to apply contract charges and late charges for dates in the future.

6. If you select the Apply Contract charges, Apply Late charges, and Age accounts option or the Apply Late charges, and Age accounts option in the Roll Functions section, the Late Charges section is active. Follow these steps:

• Select the age of accounts to which late charges should be applied. Select from the following options.

  • All Amounts Due

  • Amounts +30 days and older

  • Amounts +60 days and older

  • Amounts +90 days and older

6. In the Minimum Dollar Amount field, type the minimum dollar amount.

Late charges are applied to accounts, provided the accounts meet the following criteria:

6. The roll function must include late charges.

7. The patient/responsible party account must be set up to receive a late charge amount or percentage. (See the Responsible Party Information window or the Chg/Pay/View/Overview window).

8. The patient/responsible balance is greater than the amount indicated in the Minimum Dollar Amount field for the age of accounts selected.
   Example 1:If the minimum dollar amount is $5.00, the patient's balance must be $5.01 or greater in order to receive a late charge. The balances of multiple responsible parties are not combined to meet the minimum balance requirement. Insurance balances are never assessed a late charge.
   Example 2:If the minimum dollar amount is set to $99 for Amounts +60 days and older, an account with $50 in the 60-day and $50 in the 90-day bucket would receive a late charge. An account with $100 in the 30-day bucket would not receive a late charge, since it does not meet the aging requirements, even though it meets the minimum balance requirement.

9. The date the patient received a late charge previously must be greater than 28 days ago.

10. The account’s due day must fall within the range of the roll. If a Late Charge roll has been done previously, the date through which late charges were applied is indicated in the top field. The second field defaults to the current date. You cannot change either of these dates.

11. If the age of accounts selected is All Amounts Due, the minimum balance must have existed on the account prior to the grace period. Grace periods apply only if All Amounts Due is selected. Grace periods must be less than 30 days. See System Options for information on setting up the grace period.
    Example:The minimum balance amount is $99. Last week a patient was charged $125 for records. The account would not receive a late charge if the system has a 10-day grace period, even though it meets the minimum balance requirement.

7. If you have made changes to the Roll Options window that you will use each time you run the roll, click Apply. The next time you run the roll, the options will be pre-set. Click OK to continue with the roll, or click Close to return to the main menu without rolling accounts.

8. If the selections are correct, select Yes to continue with the roll or No to return to the main menu.

As the roll processes, a progress window is displayed. The selected Roll Functions and the accounts processed determine which boxes display progress.

• In the Aging column, Totals indicates how many accounts are processed, and Ledgers indicates the number of ledger lines read.

• In the Contracts column, Activated indicates the number of pending contracts, Made Due is the number of contract charges rolled, and Deleted indicates those contracts in which the final charge has been applied.

• In the Late Charge column, # Overdue is the number of accounts which received a late charge. Dollar amounts are indicated in each of the aging categories.

After the roll has completed, the Roll Report Options window is displayed.

9. Select whether you want to print a Detail Report or a Summary Report, and whether the report should be for The Current Roll or A Previous Roll. If the report is for a previous roll, select a date from the drop-down list.

Since the roll transactions print on the daysheet, you might want to preview the report and print only the first page—if it has any roll exceptions—and the last page for amounts rolled.

10. Any roll exceptions should be reported to your support representative as soon as possible.

10. Click OK.

For information on scheduling the roll to run automatically, see Automating the Financial Roll.

Related Topics

Automating the Financial Roll

Suggestions for Running the Roll, Applying Late Charges, and Producing Statements

Printing Roll Reports

Manually Running the Financial Roll