DESCRIPTION 

This report ages unpaid claims for insurance, patient balances, or both combined.  It will examine each claim and Claim History record based on the dates entered for service and history to calculate the balances in real time.  If your system has a large number of claims and associated history, the report can take considerable time to run.  Using this report in conjunction with the Action Code Summary report can provide information needed to perform a month end close.  

Access:  Reports > Process Reports > Core Production Reports > Aged AR Report  

     Reports icon > Core Production Reports > Aged AR Report

When a report parameter has the Select button it is an indication that individual selections can be made, if no selections are made then all records for that parameter will be included. To limit the records included click the Select button to present the list of records and click the checkbox for those records to be included in the report.  

• Show Active Only:  As a default only active records are displayed, uncheck the checkbox to view both active and inactive records.  
• Select All:  Places a check mark in the checkbox for all listed records. 
• Clear All:  Removes the check mark for all checked checkboxes. 

REPORT PARAMETERS

At a minimum for the report to process the following fields must be completed:

• Service From Date
• Service Thru Date
• History From Date
• History Thru Date
• Report Lay out
• One Sort Key

Service From Date and Service Thru Date:  The date range of the services to be included in the report.   

History From Date and History Thru Date:  The date of the action codes to be included in the report.

Note:  If using this report in conjunction with the action code summary report for month end closing use the same date ranges on both reports.

Print 0 Balance

• Yes:  Claims with a zero dollar balance are included in the report.
• No:  Claims with a zero dollar balance are excluded from the report.  

Tip:  If running the report for month end close select “Yes” to ensure all claims are captured.  

Report Layout  

• Summary:  Report is presented with total dollars.  
• Detail:  Produces the report with each claim line detail along with the totals.

Tip:  Running the report with a detail layout can take a considerable amount of time to generate. It is suggested to first run the report in summary layout and if discrepancies are noted then choose the detail layout.

Included Due Types

• All Due Amounts:  Both client and Guarantor due amounts are included in the report.
• Client Due Amount Only:  Only the client owed amounts are included in the report; includes self-pay and any copay, coinsurance and/or deductible amounts.
• Guarantor Due Amounts Only:  Only the guarantor amounts are included in the report.   

Tip:  For agencies with a large number of self-pay clients the report can be ran twice selecting Client Due Amount Only to view the dollar amounts for self-pay clients and then selecting Guarantor Due Amounts Only to view the dollar amounts for guarantors.  

Aged AR Sort Key 1 – 5

The sort key fields determine how the report information is sort, grouped and presented on the report.  

• AsOf Guarantor:  The most recent guarantor associated with an action during the defined date range in the History From/Thru Date fields.  
• AsOf Guarantor Roll Up:  The most recent guarantor roll up group associated with an action during the defined date range in the History From/Thru Date fields
• Client AC/CC:  Active Clients and Closed Clients.  
• Client Last, First:  Sorted by client’s last name and then first.  
• Client Page Break:  Sorted by client with each client on separate pages.   
• Client ID – First – Last:  Sorted by Client CT|One ID, then by First name and then by last name.  
• Fund Type ID – Description:  Sorted by the Fund ID on the claim.  
• GL Code – Facility: Sorted by the GL Code linked to the Facility in the Facility Maintenance window.  
• Guarantor – RBHA ID – Name:  Sorts by the Guarantor ID and Guarantor Name. 
• Guarantor Roll up:  Sorts by the Guarantor Group, if a guarantor hasn’t been added to a group, it will show as “Unknown”
• Original Post Guarantor:  If a claim has been processed for coordination of benefits it will be sorted by the primary guarantor.  
• Original Post Guarantor Roll up:  If a claim has been processed for coordination of benefits it will be sorted by the primary guarantor. If a guarantor hasn’t been added to a group, it will show as “Unknown”
• Procedure Code:  Sorted by the procedure code on the claim.  
• Program:  Sorted by the program linked to the claim.  
• Provider:  Sorts by the Facility Code and Facility description.  
• Provider – Page Break:  When sorted by Provider a page break is inserted between facilities.   
• RBHA:  Sorted by the RBHA associated with the claim.  
• RBHA – Page Break:  When sorted by Provider a page break is inserted between facilities.  
• Service Date:  Sorted by the service start date on the claim.  
• Service Month/Year:  Sorted by only the month and year of the start date on the claim.   
• Staff:  Sorted by the staff member listed on the claim.  
• Staff – Page Break:  Sorted by the staff member who provided the service as listed on the claim, a page break is inserted between staff.
• SubProgram:  Sorted by the client’s subprogram from the claim.  

Aging Period Days (4 values only)  

As a default the report will total based on balances that are 30, 60, 90 and > 120 days old. These days can be changed but only four separate values are allowed. To change a value click in the field and type the desired value.

Provider and Provider Groups

In this report Provider refers to the Facility and as a default all facilities are included in the report. To restrict the report to only the desired facilities click on the select button, then check the checkbox for the facility or facilities to be included in the report.  

Staff

The report as a default includes claims for all staff. To restrict the staff included in the report click on the Select button and check the checkbox for the staff to be included in the report.

Staff Groups

The report as a default includes claims for all staff groups. To restrict the staff groups included in the report click on the Select button and check the checkbox for the staff groups to be included in the report.

RBHA  

The report as a default includes claims for all RBHAs. To restrict the RBHAs included in the report click on the Select button and check the checkbox for the RBHAs to be included in the report.

RBHA Groups

The report as a default includes claims for all RBHA groups. To restrict the RBHA groups included in the report click on the Select button and check the checkbox for the RBHA groups to be included in the report. If there are no RBHA Groups the individual RBHAs will display.  

Fund

The report as a default includes claims for all Funds. To restrict the Funds included in the report click on the Select button and check the checkbox for the Funds to be included in the report.

Fund Group

The report as a default includes claims for all Fund Groups. To restrict the Fund Groups included in the report click on the Select button and check the checkbox for the Fund Groups to be included in the report.

Guarantor Name

The report as a default includes claims for all Guarantors. To restrict the Guarantors included in the report click on the Select button and check the checkbox for the Guarantors to be included in the report.

From Client Last Name and Thru Client Last Name

The report as a default includes claims for all clients, if you have a large client base and running the report in sections to prevent system bog down you can enter alpha characters here rather than selecting individual clients above.  

Client

The report as a default includes claims for all clients, the Client ID search field allows for the selection of an individual client or specific clients. This may be useful when identifying financial information for families who have multiple members receiving services.  

Procedure Code

The report as a default includes claims with all procedure codes. To restrict the procedure codes included in the report click on the Select button and check the checkbox for the procedure codes to be included in the report.

Age by

Select how the aging is calculated.  

• Post Date:  The age is determined from the date the service was posted to a claim (Posting a Charge Batch)  
• Service Date:  The age is determined from the service start date on the claim.  

Source claims

This field does not apply to most agencies.  

• All Claims:  The report includes all claims.  
• Non-Source claims only:  The report will includes only non-source claims.  
• Source claims only:  The report will include only source claims.  

REPORT RESULTS

The processed report looks like this when sent to screen.  

Charge = The dollar amount before any adjustments are taken at the point of posting the claim. (Post charge batch)  Billed = The total claim dollars billed.  

Note:  If you are applying your contractual adjustments at the point of posting the claim (post charge batch) the charge amount and billed amounts may not match.   

Tip:  If you are using this report in conjunction with the Action Code summary report to perform a month end close the Grand Total Balance should be equal to; Total Charges – Total Write Offs / Adjustments – Total Payments. Note that the same parameters must be used for the Aged AR and Action Code summary reports for this to be true.  

Troubleshooting Tip:  If the report generates data that appears incorrect review the Action Code maintenance window and validate that each action code has a type selected.