Which RescueNet Reports should I routinely Run Donna Magnuson A/R Consultant

This presentation……  The reports discussed are included in the RN Professional Reporting Package  If you have the package you have these reports, the webinar doesn’t include custom reports  If you have several companies, some of these reports aren’t as helpful

 We will discuss some reporting for downloading and manipulating in Excel aren’t included in presentation  The webinar written assuming you know how to run and download reports  AR Consulting services either remotely or on-site are available if you want to learn more, contact Donna Magnuson at

Agenda  Pre-billing Reporting  Productivity Reporting  Post-billing Reporting  Misc

Let’s get started

Pre-billing Reporting

Daily and Monthly Trip Volumes – what does it tell us?  Know you number of transports per day  Helps you to staff appropriately  Payor mix Forecasts revenue Reveals front-end efforts

Pre-billing Reporting Reports to use for daily/monthly trip volumes Reporting>General>Trip Related>Counts>Trip Count by Date/Call Type Reporting>Billing>Trends>Trip Count by Primary Payor Type or Trip Count by Primary Payor Category

Pre-billing Reporting Trip Count by Date/Call Type - Daily  Trip date = Enter range, shows each day  Status = Billed, Closed, Complete, Verified  Don’t need to separate call types, the report lists them separately

Trip Count by Date/Call Type The report will include all Companies unless you assign restrictions. There is a bug on the report, if you include all, the report only shows the first company.

Pre-billing Reporting Trip Count by Primary Payor Type or Trip Count by Primary Payor Category - Monthly  If you assigned Payor Categories, then run the Payor Category report a more specific grouping  Trip date = Enter range  Status = Billed, Closed, Complete, Verified  Run by Call Type, if services are mixed, i.e. wheelchair and stretcher

Trip Count by Payor Category/Type Will list each Company’s totals separate with all Companies combined on the last page The blank are trips that don’t have a Payor assigned to them, most likely Complete trips

Trip Count by Payor Category/Type

You can add information in Excel to help evaluate the data

Pre-billing Reporting Trips to Bill (Trips at a Complete status) – What does it tell us?  Reconciliation Accounts for all trips; trips not billed, trips previously billed, trips with issues  Trips with Issues and Missing Information If you currently don’t use a schedule to hold these I recommend doing so Makes it clear from a workflow and reporting perspective why a trip hasn’t been billed

Pre-billing Reporting Reporting>Billing>Trends>Trip Count/Amount by Schedule/Event - Daily  Trip date = Don’t enter a trip date, you want all trips except for extenuating circumstances  Status = Complete

Trip Count/Amount by Schedule/Event

Pre-billing Reporting Here is a good example of a Missing Info schedule

Pre-billing Reporting Anything that ends up at Account Review, Supervisor Review, etc. are accounts that have previously been billed and were inadvertently reset to complete

Pre-billing Reporting Combine data from these reports to determine Billing Lag Days (BLD)  Average number of days it takes to bill a trip  Forces reconciliation and management of billing issues  Takes into consideration ALL trips at a Complete status

Pre-billing Reporting  How to calculate Total number of trips at a complete status divided by the average number of transports per day  Use both of these reports Reporting>General>Trip related>Counts>Trip Count by Date/Call Type Reporting>Billing>Trends>Trip Count/Amount by Schedule/Event

Pre-billing Reporting  Run the Trip Count by Date/Call Type for the previous full month and determine daily average  I normally divide by a work week since billers don’t routinely work weekends  Take the total from trips at a complete status, if you have a Refund schedule, exclude the Refunds Trips at a Complete Status =1100, Avg trips/day =119 Billing Lag Day – 1100/119 = 9.24

Pre-billing Reporting Reporting>Billing>Trends>Forms Activity by Day – Daily/Weekly Sending electronic and paper claim/invoices regularly promotes consistent cash flow  Form Processed Date = Select Date  Include “Print Single” Forms? = Do not include Print Single Form Activity  Can filter by Schedule, Payor, or Payor Category

Forms Activity by Day

Productivity Reporting

 Provides objective data to evaluate staff  Keeps the entire billing process consistent  When used in conjunction with Transports/Day, you can determine staffing Compare the number of transports per day against the number of trips pre-billed and billed per day

Productivity Reporting Reports to monitor productivity Reporting>Billing>Trends>Trips Verified by Biller by Day Reporting>Billing>Trends>Payment Credit by User Post Date Reporting>Billing>Collections> Notes Activity Report (Detail)

Productivity Reporting Trips Verified by Biller by Day – Daily/Weekly  Verified Date = Select Date Range  Downloads nicely to Excel  Displays the number of distinct trips verified per day by user, if verified multiple times in one day, trip will only be counted once  Does show follow-up activity if the user changes primary payor and re-verifies a trip

Trips Verified by Biller by Day

Productivity Reporting Payment Credit by User Post Date - Daily/Weekly  Post Date = Select Date Range  Credits = Payment Credits  Downloads nicely to Excel  Displays the count and amount of payments entered per user per day

Payment Credits by User Post Date

Productivity Reporting Notes Activity Report (Detail) - Daily/Weekly  Note Date = Select Date Range  User = Can select specific users  Note Type = Set up note types so you can track separate functions; Pre-bill, Follow-up, Customer Service  The details are included so you can audit the notes entered by the users  Record the daily productivity in Excel

Notes Activity Report (Detail)

Post Billing Reporting

Post-Billing Reporting Reports to manage Post-Billing (Follow-up) Reporting>Billing>Trends>Aging by Schedule and Event Sorted Desc Reporting>Billing>Trends>Trip Count/Amount by Schedule/Event Reporting>Billing>Aging> Aging Summary by Current Payor (Trip Date) Reporting>Billing>Trends>Trend – Denial Reason by Deposit Date Month Reporting>Billing>Accounts Receivable> A/R Analysis:Payment Credits Reporting>Billing>Accounts Receivable> Activity Summary

Post-Billing Reporting Aging by Schedule and Event Sorted Desc - Monthly Example1 – Calculate AR>90 Days  Schedule=exclude any Refund schedule  Don’t select a date range  Sorts by schedule with the highest balance descending

Post-Billing Reporting Aging by Schedule and Event Sorted Desc Continued Go to the totals page, add all the buckets after 90 days and divide into the total.

Post-Billing Reporting 62, , , , = 504, , / 1,048, =.48 or 48% Benchmark AR>90 = 18-25%

Aging by Schedule and Event Sorted Desc

Post-Billing Reporting Aging by Schedule and Event Sorted Desc - Monthly Example2 – Follow-up isolated  Status=Billed  Schedule=exclude any Refund schedule  Events=excludes No Bill Sent, all of events that start with “Sent”  Don’t select a date range  Sorts by schedule with the highest balance descending

Aging by Schedule and Event Sorted Desc

Post-Billing Reporting Trip Count/Amount by Schedule/Event - Monthly  Status=Billed  Schedule=exclude any Refund schedule  Events=excludes No Bill Sent, all of events that start with “Sent”  Don’t select a date range  Displays the number of trips that need follow- up effort

Trip Count/Amount by Schedule/Event You may have to tweak some based on your Schedule structure. Shows only trip on the events that require follow-up

Post-Billing Reporting Aging Summary by Current Payor (Trip Date) - Monthly  Status=Billed  Schedule=exclude any Refund schedule  Don’t select a date range  This report will group the data by Company  Download into Excel and sort descending by balance

Aging Summary by Current Payor (Trip Date)

Post-Billing Reporting Something about Aging Reports – when you attempt to balance them to the Aging in Closer  You can only balance reports that has the “As Of” box appear  Only the Grand Total will balance  The individual aging buckets will not balance to the Closer Aging

Post-Billing Reporting Trend – Denial Reason by Deposit Date Month - Monthly  Deposit Date = Enter date range, reports by mo  This report will group the data by Company  Displays the top 6 denials  Determine the most common and make improvements on front-end if applicable

Trend – Denial Reason by Deposit Date Month

Post-Billing Reporting A/R Analysis:Payment Credits - Monthly  This report will separate the data by Company  When prompted enter the data in the following format;  The reports goes back 12 months from the date entered  Shows the timeliness that you receive payments for a particular month  Compares against Gross Charges

A/R Analysis:Payment Credits

Post-Billing Reporting Activity Summary- Monthly Can be run a couple of different ways…..  Select the previous positive period to see the previous months charge and credit activity Includes charges with a trip date coinciding with the period assigned Includes credits with a deposit date coinciding with the period assigned  Select only a trip date to see the total charges for that period and all of the coinciding credits specific to the trip month

Post-Billing Reporting Lastly…………. Look at your closer reports, particularly  Closing Balance Summary  Credit Summary, last page  Payor Summary

Misc Reporting

Reporting>Billing>Charges>Daily Billings  Select a Date Range  Can restrict by Payor System ID = Payor Type  Shows MTD and YTD running totals

Daily Billings

Misc Reporting Reporting>Billing>Miscellaneous>Submission Batch Report (Current Balance)  Select a Batch  Can select a previous months Medicare Batch and the report will sow the current balance  It is a good resource to use if you think that am entire batch didn’t get paid or to confirm that most of the trips from a batch did get paid

Submission Batch Report (Current Balance) It shows all credits, but if all the balances are lower $30-$80 you know you received payment. You can also run for one batch and download into Excel if you want to tie down a payor in a clearinghouse batch

Misc Reporting Reporting>Administration>Denial Reasons  Run the report  Download into Excel  Can sort by description or code

Denial Reasons

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