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IDS5451 Financial reports

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IDS5451 Financial reports

Owned by Ryad Tally
Last updated: Sept 15, 2021 by Mhairi West
5 min read

The IDEAS Financial Report Suite is a collection of twelve reports to help clinics track their financial activities and issue point-of-sale records (e.g. receipts, credit notes).  The Financial Reports are divided into two categories: 

  1. System-wide queries (encompass data for all patients)

  2. Patient-specific reports (credit note, invoice, receipt, and a statement of account for a selected patient)

IDEAS users have the ability to customise the display for each report in the suite using the report configuration and dynamic grouping. 

Report Configuration

For each report, users can filter data and select report preferences for all reports with the “Configuration Dialogue,” a prompt that appears whenever a report is launched.   Users can specify a date range or report end date to filter report data in the “Configuration Dialogue.”  Users also have the option to display itemised details, summarized data and transaction remarks; they can de-personalise report data, choose Patient ID format, as well as choose to preview the report or print it directly.

Dynamic Grouping

All system-wide queries reports feature dynamic grouping.  Users can customise the query data display by selecting three to four levels of data grouping using the “Sort and Group” icon.

System-Wide Financial Query Titles

To run a system-wide query;

  • Access the list of system-wide queries available in your system by clicking on the Queries button in the toolbar - for information click here IDS5450 System/Clinic-wide Queries

  • Select the report you wish to run by clicking on the title.

  • Click ‘run query - there may be date ranges, or other data that you can specify before running the query, as described in 'Report Configuration’ above

Debtors/Creditors List

 

  • List of patients/insurers owing the clinic money (debtors) followed by list of patients/insurers owed funds by the clinic (creditors). 

  • Data grouped by Fund Source and Patient ID by default. 

  • IDEAS users can select date to report up to, Patient ID format and option to display summarised data.

Invoice and Credit Note Listing

 

  • List of invoices and credit notes generated. 

  • Report data is grouped by Fund Source, Patient ID, and Transaction Number by default. 

  • Users can filter report data by date range and select Patient ID format and option to display itemised details. 

  • The itemised version lists all transactions per invoice.  The “summary” version of the report only lists the invoice number, date and time.

Receipts Listing

 

  • List of receipts grouped by Type (e.g. payment, refund, adjustment), Payor and Payment Method. 

  • Report data is filtered by date range; users can choose to display transaction remarks.

Unbilled Items Listing

 

  • List of unbilled items by user-specified date range. 

  • Users can also choose to display or suppress remarks.

Analysis of Invoice Items

 

  • This dynamically-grouped report lists clinic statistics for services and fees, for a user-specified date range. 

  • Users can view number of services, percentage of total services, charged fee and percentage of total charged fees for such fields as the following: Funding Source, Service Code, Nominal Code, Category, Item Type, Physician, Service Name, Diagnostic Code, Item Source, Item Status, and Product Code.  

  • Only items that have been invoiced are included in the report.

Analysis of Invoice and Credit Note Items

 

  • Similar to the Analysis of Invoice Items report above, this is also a dynamically-grouped report with a user-specified date range, but invoice/credit note item statistics are listed (instead of services statistics). 

  • The default grouping of the report is divided into two transaction types:  invoices and credit notes.  Users can view the number of items, percentage of total items, the charged fee and percentage of total charged fees for the following user-selectable groups: Transaction Type, Funding Source, Billing Code, Category, Diagnosis Code, Billing Doctor, Item Date, Item Name, Nominal Code, Product Code, Shortcut Code, Patient ID.

Void Invoice Listing

 

  • Listing of voided invoices. 

  • The default grouping is by void date and fund source.

Write-Off Report

 

  • This report lists all outstanding accounts written-off.

Invoice

 

  • Users can print Cryo Storage item invoices for selected patients in the Cryogenic Billing form as a batch process.  To use this batch printing feature, please ensure that the •ACCOUNT  STANDARD INVOICE.IDSQRY file is available in the System-Wide queries area.  Please see Patient-Specific Reports for a description of the invoice.

Patient-Specific Financial Report Titles

How to Run a Patient-Specific Report

  • Open a patient’s file and navigate to their ledger card

  • Ensure that “Patient” is selected in the Ledger Card list filter. 

  • Select an item in the ledger card you’d like to print a report for:

  • Click the context-specific report icon:

 

A “reports” window will appear displaying all reports pertaining to the ledger card

  • Select a report from the list of reports in the “reports” window;

  • click “Run”

The “Configuration Dialogue” will appear

  • Select report preferences from “Configuration Dialogue”

  • click “Ok” when done

The report preview will appear (if option to print directly no selected).

The report preview:

Credit Note

 

  • A record issued by the clinic that allows the patient to purchase a service on a future date.   Lists credited items by date, description, quantity and price. 

  • Users can choose to display the patient’s account summary at the bottom of the report.

Invoice

 

  • A bill issued to the patient for services. 

  • Lists invoiced items by date, description, quantity and a breakdown of total item amount by unit price, dispensing fees and taxes.

  • For information on how to configure various personalised options for the invoice output format, click here System Options - Financial Tab

Receipt

 

  • A record issued to the patient upon payment for clinic services.   

  • Users can choose to display transaction remarks and the patient’s account summary.

Statement of Account

 

  • A record of a patient’s transactions over a user-specified date range.  Users can choose to display patient’s entire account history and transaction remarks.  Also, users can choose to display one of three levels of report data detail: 

Level 1 – Summary with Opening Balances, Advance Payments, Invoices, Payments, Credit Notes, Refunds;

Level 2 – Details with edited payments;

Level 3 – Details with account adjustments (negative/ advance balance use).

  • The default grouping for the Statement Account is by “balance group.”  This grouping includes 3 categories: "Balance Brought Forward," "Current," and "Balance Carried Forward."  For example, running the report on a short date range for a patient with a long account history will display the patient’s transactions grouped into the 3 categories:

  1. The account's "Balance Brought Forward" (i.e. the account balance prior to the report start date)

  2. The "Current" transactions within the date range

The "Balance Carried Forward" after the report end date



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