The Period Analysis Report runs the End-of-Month Reports and closes your financial periods.

• Closing locks the financial data for the period by preventing the use of the posting dates in the Closed Period from being used after closing.

Closing a Month

Access to Period Analysis and Closing: Reports > Period Analysis & Closing.

Report Options

The Report Options give the ability to control the content and format of your Period End Reports.  

1. Format: Select the preferred report output.

• PDF Format: If PDF is chosen, select the report orientation: Landscape, or Portrait. 
• CSV Text File

2. Include Totals by: Select how you want the report totaled. The Totals by options give a breakdown of your numbers by each selected option.

• Aging can be chosen for certain selected Total-by options which gives an aging breakdown for that selection.

3. Other Options: Provides additional options to include on the Report.
4. Save Settings: When you make a change to the options, the Save Settings link appears allowing you to save the new options you have chosen.

• Save Settings is also tied to the Included Period End Reports, giving you the ability to select specific reports at both a user and database level.
• This is particularly helpful for a billing service that has different reporting needed for their various clients.

Period Analysis & Closing Metrics

• Numbers of Encounters/Visits

• Original and Positive Reversed Encounters count as 1.
• Negative Reversed Encounters count as -1.
• Incomplete Charges are not counted.
• Exlcudes Non-Billable Procedures.

• Charge Dollars/Units

• Excludes Incomplete Charges.
• Excludes Non-Billable Procedures.
• Includes Reversed Encounters.

• Payments, Adjustments, Write-Offs, Transfers

• Includes Incomplete Charges.
• Excludes Non-Billable Procedures.
• Includes Reversed Encounters.
• Excludes Collections Transactions by default.

• Check the Include Collections box to include Transactions posted against an Insurance Agency.

• This includes Transfers, so Balances written off to Collections are reported as a Balance.

Close Current Reporting Period

***Make sure you select your Ending Date before proceeding.

• Selecting the View button only gives you a view of a previously closed period.***

Closing Period Dates

Select your Posting Period Dates.

• The Post Date From date defaults from your last Closed Period

• If you closed on 11/30/2023, the Post Date From will be 12/01/2023.

• To: Use the Select Date button to choose your Ending Close Date from the dropdown calendar.

• You cannot manually type in this field.

• Once the Period is closed, the same Post Dates From and To cannot be used again.

Period End Worklist Panel

The Period End Worklist highlights Reference Batches & Incomplete Charges that need attention, and Escrow that you may want to address prior to closing.

1. Reference Batches: Reference Batches must be closed if the batch dates are in the Period being closed. See Close Reference Batches below or Closing and Unlinking a Reference Batch.
2. Receipts with Escrow: This item is informational.

• Resolving Escrow is NOT a System requirement to close the Period.
• This alert is a notice that there are Receipts with Escrow.

• If the goal is to resolve all Escrow before closing, these will need to be resolved before closing. See Receipts with Escrow or Find Receipts with Escrow.

3. Incomplete Charges: All Incomplete Charges containing Post Dates in the Period must be completed or removed. See Complete or Remove Incomplete Charges.

• When Scheduling the Period Close with the Job Scheduler, this process is automated (See below).

• Incomplete Charges are not included in production Charge totals (or A/R).

4. Period Description: Defaults to year-month (2021-10).

• This Description can be changed to any 13 alpha-numeric characters.
• This Description appears on reports showing closed periods.

5. Year-End checkbox: If this is Year-End, select the checkbox. Otherwise, leave it unchecked.

• If checked, the day after the Closing Date (selected above) will be the beginning date for all Year-to-Date report totals.
• If a Year-End period is never selected, the System uses January 1st of the current year as the YTD start.

6. View Report: This option allows you to run the Period End reports based on the selected final Post Date, without actually closing the Period.

***Buttons 7 and 8 are not available until all Reference Batches and Incomplete Charges have been resolved.***

7. Close Period & View Report: This begins the Period Close Process and runs all of the Reports that are selected in Report Options.
8. Close Period: Use this option to Close the Period without running the reports.

• The reports can be run any time in the future.

9. Schedule: This option allows you to schedule the Period Close at a future date and time.

Previous Report Periods

Tip: Use the Summary link to view the Report as it existed when the Period was Closed. Use the View Report button to view the Report with the newly selected criteria.

1. Select the Summary link to display a list of Closed Periods.
2. Select the Include Totals checkbox to display Columns for Total Charges and Total Payments.
3. Select the Period link to view the Closed Period Summary Report.
4. Select the Period Analysis & Closing button to go back to the previous screen.
5. Previous Reports: Select a Previous Report Period from the dropdown.
6. Select the View Report button to display the Report for the Previous Report chosen.

• When running the report for a previous Period, you can use the Report Options to the right to control the content of the generated report.

Closed Period Summary

Administrative Users can also run the Closed Period Summary under the Admin section.

• The function is the same as the Period Analysis and Closing but with a summary of all Closed Periods.
• You have the option to include totals and to see the year-end closings which are designated with a green check mark.
• By selecting the Period Analysis and Closing button, you can close a period as documented above.

Close Reference Batches

All Reference Batches with Post Dates in the period must be closed.

1. Click the number link on the Period Analysis & Closing Screen.
2. Click the Green button on the Reference Batch to close the batch(es).

• Review the batches before closing.

• Are your Reference Batch Receipts and Payments balanced?
• A Reference Batch can be closed without posting all Receipts.
• If you fail to post the Receipts, the Receipts will have a posted date of the next month.

When the Period Close is Scheduled, (See below) this process is automated.

Receipts with Escrow

1. Click the number link to show a list of Receipts with Escrow.
2. Review the list to determine which Receipts to post before Closing the Period.
3. Select the Receipt number to post the Receipts that you want to be in this Period before closing.

• If you do not post them before closing, they will have a Posted Date in the next or a later period.
• It is recommended that Insurance Payments be posted within your current Period.

Complete or Remove Incomplete Charges

Incomplete Charges in the period either need to be either completed or removed from the Period.

1. Click the number link to open the list.
2. Click the Encounter number to complete the Encounter or
3. Click Remove to remove the Post Date from the Encounter. The Encounter receives a new Post Date when it is completed.

Reopen a Closed Period

1. Select Summary on the Period Analysis & Closing report.

2. Select the trash icon to re-open the Closed Period.

Receipts Totals by Period End

Include Receipts Totals in your Period Analysis & Closing report filters. This shows us the same information as the summation page of the Receipts Management Report by this reporting period.

You should rarely expect the receipt total and payments posted to match.

• Receipts in Escrow have not yet been posted to an Encounter and are not reported as payments.
• To see how the escrow is allocated across reporting periods:

• Payments Not Posted between XX/XX and XX/XX on Receipts posted between XX/XX and XX/XX.
• Payments posted between XX/XX and XX/XX Receipts not posted between XX/XX and XX/XX. 

• Disbursed Escrow: For information purposes only.

• Disbursed Receipts: The Receipt is in the system, but the money is not posted and does not impact the A/R. This field is editable at any point in any reporting period and not useful for period reporting.

Total Payment Calculation

• Total Payment Minus Escrow = Payments on Receipts Posted between xx/xx/xxxx and xx/xx/xxxx (Example: 12/01/2023 and 12/31/23)
• Payments on Receipts Posted between xx/xx/xxxx and xx/xx/xxxx

• Minus Disbursed Escrow
• Minus Payments not posted in the selected period on Receipts in the selected period.
• Plus Payments Posted in the selected period on Receipts not in the selected period.
• Minus Collection Payments
• Equals Payments Posted between xx/xx/xxxx and xx/xx/xxxx

Practice Analysis Total Payments

Schedule a Period End Close Report

A Period End and Analysis Report can be scheduled to run at a specified date and time.

1. Select the Schedule button.

2. Post Date From and To: Defaults from Dates chosen for the Close Period.

3. Enter a Period Description.

4. Select Year-End if this is the end of your fiscal year.

• If not, leave blank.

5. Enter the Close Date.

6. Enter the Close Time.

7. Remove Post Date from Incomplete Charges

• This selection is mandatory to schedule the Period Close.

• Any Incomplete Charges that have Post Dates within the Period being Closed, will have the Post Dates removed.

Note that Incomplete Charges are not included in production Charge totals (or A/R), therefore these Encounters need to be Completed, or the Post Dates need to be removed.

8. Close Reference Batches

• Selection is mandatory to schedule the Period Close. Open Reference Batches with Batch Dates within the Period being closed will automatically be closed.
  
  

  Note that Reference Batches can/will remain open, as long as the batch date is not within the Period being closed.

9. Select Save [F2].