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CHAPTER

McGraw-Hill

Financial and Clinical Reports

Learning Outcomes

When you finish this chapter, you will be able to:

12.1 List the three types of financial reports available in Medisoft Network Professional (MNP).

12.2 Describe how to select data to be included in a MNP report.

12.3 Compare patient, procedure, and payment day sheets.

12.4 Discuss the purpose of a practice analysis report.

12.5 Explain how to create a production by provider report.

12.6 List the steps for creating a patient ledger report.

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Learning Outcomes (Continued)

When you finish this chapter, you will be able to:

12.7 Describe how to create a standard patient list report.

12.8 Describe the use of Medisoft Reports to create a report.

12.9 Explain how aging reports are used in a medical practice.

12.10 Explain how to access MNP’s built-in custom reports.

12.11 Describe the process of editing reports in MNP’s Report Designer.

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Learning Outcomes (Continued)

When you finish this chapter, you will be able to:

12.12 List the reasons for using reports for tracking specific clinical data.

12.13 Discuss the regulatory obligations for the retention of patient medical records.

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Key Terms

aging report
day sheet
insurance aging report
patient aging report
patient day sheet
patient ledger
patient registry
payment day sheet
performance measures
practice analysis report

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procedure day sheet
production by provider report
retention
selection boxes

Teaching Notes: If possible, pass around samples of each report/sheet in the key terms section and see if students can classify the form correctly. If forms are not available, prepare a matching activity where students match the forms and reports to what they represent.

12.1 Types of Reports in Medisoft
Network Professional

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MNP offers several options for creating reports on its Reports menu, including:

Standard reports
Medisoft Reports…
Design Custom Reports and Bills…

Learning Outcome: 12.1 List the three types of financial reports available in Medisoft Network Professional (MNP).

Teaching Notes: Showcase Figure 12.1 in the textbook and take some time to walk through each type of report listed and the category (Standard, Medisoft, Custom) under which each type of report falls.

12.2 Selecting Data for a Report

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To select data to be included in an MNP report:

Once a selection is made in the Print Report Where? Dialog box, click the Start button; the Search dialog box is displayed.
Selection boxes—fields within the Search dialog box that are used to select the data that will be included in a report
Use the drop-down list or Lookup button for the selection boxes to input data.
After the selections/inputs have been made, click the OK button to generate the report.

Learning Outcome: 12.2 Describe how to select data to be included in an MNP report.

Teaching Notes: Explain that the selection boxes make report creation easy and quick. Reference some of the selection boxes within the Search feature that you might use – date, provider, insurance carrier, etc.

12.3 Day Sheets

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Day sheet—report that provides information on practice activities for a twenty-four hour period
Patient day sheet—summary of patient activity on a given day
Procedure day sheet—report that lists all the procedures performed on a particular day, in numerical order
Payment day sheet—report that lists all payments received on a particular day, organized by provider

Learning Outcome: 12.3 Compare patient, procedure, and payment day sheets.

Teaching Notes: Have students brainstorm what types of situations would warrant printing a patient, procedure, or payment day sheet. Use responses as a springboard for discussion.

Have students complete Exercise 12.1.

12.4 Analysis Reports

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Practice analysis report—report that analyzes the revenue of a practice for a specified period of time
Usually used to report on a month or a year
Can be used to generate medical practice financial statements
Can also be used for profit analysis

Learning Outcome: 12.4 Discuss the purpose of a practice analysis report.

Teaching Notes: Note that while practice analysis reports are the most common financial reports used in a practice, Medisoft Network Professional also prints reports that deal with, among other things, patients with outstanding co-payments, the average payment received for various procedure codes, and referring providers.

Use Figure 12.16 in the text to show all of the available analysis reports. Ask students why the practice analysis is the most common. See if they can list a benefit for each type of report. This could be a group discussion or an individual assignment.

Have students complete Exercise 12.2.

12.5 Production Reports

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Production by provider report—report that lists incoming revenue information for each provider in the practice
To create a production by provider report in MNP:
Click Production Reports from the Reports menu, then Production by Provider; the Print Report Where? Dialog box appears.
Select the destination and click Start.
Make the appropriate selections in the selection boxes.
Click OK; the report will be sent to its destination.

Learning Outcome: 12.5 Explain how to create a production by provider report.

Teaching Notes: There are a number of other “production by…” reports available in MNP. (Figure 12.19 in the text shows all available reports.) Encourage students to think about the uses of different reports.

Have students complete Exercise 12.3.

12.6 Patient Ledger Reports

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Patient ledger—report that lists the financial activity in each patient’s account
To create a patient ledger report in MNP:
Click Patient Ledger on the Reports menu; the Print Report Where? Dialog box is displayed.
Select preview, print, or export; the Search dialog box is displayed.
Make the appropriate selections.
Click the OK button; the report is displayed.

Learning Outcome: 12.6 List the steps for creating a patient ledger report.

Teaching Notes: Note that the patient ledger report is another standard report in MNP, useful especially when there is a question about a patient’s account. Use this opportunity to again stress how important proper documentation and record keeping are!

Have students complete Exercise 12.4.

12.7 Standard Patient Lists

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To create a standard patient list report in MNP:
Click Standard Patient Lists from the Reports menu.
Select either Patient by Diagnosis or Patient by Insurance Carrier.
Make a selection in the Print Report Where? Dialog box.
Make the appropriate data input selections and click the OK button; the report will be displayed.

Learning Outcome: 12.7 Describe how to create a standard patient list report.

Teaching Notes: Explain that there are two types of standard patient lists: patient by insurance carrier and patient by diagnosis. Ask students why it might be helpful to be able to sort patients by diagnosis.

Have students complete Exercise 12.5.

12.8 Navigating in Medisoft Reports

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The Medisoft Reports feature offers the user access to over a hundred reports.
Medisoft Reports contains these features that help in creating a report:
The Medisoft Reports menus
The Medisoft Reports toolbar
The Medisoft Reports Find Report box and the Find Now button
The Medisoft Reports help feature

Learning Outcome: 12.8 Describe the use of Medisoft Reports to create a report.

Teaching Notes: Note that the Medisoft Reports feature is a new addition to MNP; what benefits does it offer (especially since many of the reports can be accessed through other report functions)?

Point out Figure 12.25 in the textbook, which shows the Medisoft Reports menu. Ask students to skim through it and discuss what they notice about it and its organization.

12.9 Aging Reports

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Aging reports—report that lists the amount of money owed to the practice, organized by the amount of time the money has been owed
Used by medical practices to determine which accounts require follow-up to collect past-due balances
Patient aging report—report that lists a patient’s balance by age, date and amount of the last payment, and telephone number
Insurance aging report—report that lists how long a payer has taken to respond to insurance claims

Learning Outcome: 12.9 Explain how aging reports are used in a medical practice.

Teaching Notes: Discuss the importance of aging reports – timely and proper payment/reimbursement is critical for a practice and is one of the areas that needs to be monitored most closely.

Have students complete Exercise 12.6.

12.10 Custom Reports

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MNP has a number of built-in custom reports
To access MNP’s built-in custom reports:
Click the Custom Report List option on the Reports menu; the Open Report dialog box is displayed.
Make the appropriate selections in the series of data input dialog boxes.
Make the appropriate selection in the Preview Report window and click OK; the report will be displayed.
When a new custom report is created, it is added to the list of custom reports displayed on the screen.

Learning Outcome: 12.10 Explain how to access MNP’s built-in custom reports.

Teaching Notes: List some of the custom reports available: patient walkout receipts, EDI receivers, referring providers, etc.

Figure 12.34 in the textbook showcases the Open Report dialog box, which shows all possible custom reports…..notice the “Birthday Card” option.

Have students complete Exercises 12.7 and 12.8.

12.11 Using Report Designer

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MNP’s Report Designer allows the user to modify existing reports or create new reports.
To edit reports using MNP’s Report Designer:
Click Design Custom Reports and Bills on the Reports menu; the Report Designer will be displayed.
Click Open Report on the File menu to select a report.
Double click in the list to make edits.
Click the OK button to make the changes.
Click Preview Report on the File menu to save the file as a new report; key in the new report name.
Click the OK button, make the appropriate selections, and click the OK button again; the report is shown.

Learning Outcome: 12.11 Describe the process of editing reports in MNP’s Report Designer.

Teaching Notes: Explain to students that each practice is able to create its own custom reports using this feature; new reports can be saved to the Custom Reports list. While the details of actual report creation are beyond the scope of this text, referencing it for students can be helpful.

Have students complete Exercise 12.9.

12.12 Preparing Clinical Reports

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MNP’s reports can be used to capture the required items for performance measure reporting and for meaningful use.
Performance measure—processes, experience, and/or outcomes of patient care, observations, or treatment that relate to one or more quality aims for health care, such as effective, safe, efficient, patient-centered, equitable, and timely care

Learning Outcome: 12.12 List the reasons for using reports for tracking specific clinical data.

Teaching Notes: Ask students how MNP’s reports can be used to prove compliance with various HIPAA, HITECH, and government incentive acts.

Ask students what “meaningful use” means. Discuss meaningful use’s implications for the healthcare field.

Provide specific examples of performance measures: therapeutic interventions such as physical therapy, preventative measures such as mammograms, and other interventions such as counseling.

12.12 Preparing Clinical Reports (Continued)

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Patient registry—method of reporting clinical data to payers using an online service rather than claims-based reporting

Learning Outcome: 12.12 List the reasons for using reports for tracking specific clinical data.

Teaching Notes: Explain that if a practice chooses not to use a patient registry, it will most likely use a clearinghouse to report pertinent information.

12.13 Record Retention

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Retention—preservation of information on patients’ medical conditions for continuity of care
Retention is performed:
According to the practice’s retention schedule
To protect both the provider and the patient
In accordance with federal business records retention requirements, and any state requirements that apply
Under HIPAA, covered entities must keep records of HIPAA compliance for six years.

Learning Outcome: 12.13 Discuss the regulatory obligations for the retention of patient medical records.

Teaching Notes: After discussing record retention, discuss with students what must/should happen when it is time to dispose of records. Ask them how the advent of electronic records influences the disposal of records and information. Is it better or worse than before? Why?