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.
- Format: Select the preferred report output.
- PDF Format: If PDF is chosen, select the report orientation: Landscape, or Portrait.
- CSV Text File
- 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.
- Other Options: Provides additional options to include on the Report.
- 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.
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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.
- 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
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***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.
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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.
- 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.
- 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.
- 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).
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- 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.
- 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.
- View Report: This option allows you to run the Period End reports based on the selected final Post Date, without actually closing the Period.
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***Buttons 7 and 8 are not available until all Reference Batches and Incomplete Charges have been resolved.***
- Close Period & View Report: This begins the Period Close Process and runs all of the Reports that are selected in Report Options.
- Close Period: Use this option to Close the Period without running the reports.
- The reports can be run any time in the future.
- Schedule: This option allows you to schedule the Period Close at a future date and time.
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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.- Select the Summary link to display a list of Closed Periods.
- Select the Include Totals checkbox to display Columns for Total Charges and Total Payments.
- Select the Period link to view the Closed Period Summary Report.
- Select the Period Analysis & Closing button to go back to the previous screen.
- Previous Reports: Select a Previous Report Period from the dropdown.
- 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.
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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.
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Close Reference Batches
All Reference Batches with Post Dates in the period must be closed.
- Click the number link on the Period Analysis & Closing Screen.
- 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.
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Receipts with Escrow
- Click the number link to show a list of Receipts with Escrow.
- Review the list to determine which Receipts to post before Closing the Period.
- 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.
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Complete or Remove Incomplete Charges
Incomplete Charges in the period either need to be either completed or removed from the Period.
- Click the number link to open the list.
- Click the Encounter number to complete the Encounter or
- Click Remove to remove the Post Date from the Encounter. The Encounter receives a new Post Date when it is completed.
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Reopen a Closed Period
Select Summary on the Period Analysis & Closing report.
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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.
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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
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Practice Analysis Total Payments
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Schedule a Period End Close Report
A Period End and Analysis Report can be scheduled to run at a specified date and time.
- Select the Schedule button.
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- Post Date From and To: Defaults from Dates chosen for the Close Period.
- Enter a Period Description.
- Select Year-End if this is the end of your fiscal year.
- Enter the Close Date.
- Enter the Close Time.
- 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.
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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.
- Close Reference Batches
- Select Save [F2].
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