Overview

The Collections Report  provides a detailed view of outstanding client balances and amounts pending collection. This report helps billing teams and administrators track unpaid charges across clients, service dates, and payers. The report enables practices to monitor collection progress, prioritize follow-ups, and identify clients or insurances with recurring unpaid balances.

This report can be exported in CSV, PDF, or Excel format, similar to other reports. Users must have the appropriate permission to access the Collections Report.

Step 1: Accessing the Collections Report

To access the Collections Report:

1. Select More from the left sidebar.
2. Select Reports.
3. In the Report dropdown, select Collections Report.

Step 3: Running the Report 

After selecting the desired filter options, click the Run Report button. The report is then generated and displayed as shown in the screenshot below. A description of each column in the report is provided beneath the screenshot.

1. Encounter Date: The date of the encounter or appointment.
2. Location: The site or facility where the service was provided.
   
3. Client Name: The full legal name of the client.
   
4. Preferred Name: The name the client prefers to be addressed by.
   
5. Chart ID: Client's chart ID.
   
6. SSN: Client's Social Security Number.
   
7. Home Phone: Client's home phone number.
   
8. Mobile Phone: Client's mobile phone number.
   
9. Work Phone: Client's work phone number.
   
10. Personal Email: Client's personal email address.
    
11. Work Email: Client's work email address.
    
12. Client Address 1: Primary street address of the client.
    
13. Client Address 2: Secondary address line, if any.
    
14. City: City of the client's residence.
    
15. State: State of the client's residence.
    
16. Zip Code: ZIP/postal code of the client's residence.
    
17. Guarantor Home Phone: Home phone number of the guarantor.
    
18. Guarantor Mobile Phone: Mobile phone number of the guarantor.
    
19. Guarantor Work Phone: Work phone number of the guarantor.
    
20. Guarantor Personal Email: Personal email address of the guarantor.
    
21. Guarantor Work Email: Work email address of the guarantor.
    
22. Guarantor Address 1: Primary street address of the guarantor.
    
23. Guarantor Address 2: Secondary address line of the guarantor.
    
24. Guarantor City: City of the guarantor's residence.
    
25. Guarantor State: State of the guarantor's residence.
    
26. Guarantor Zip Code: ZIP/postal code of the guarantor's residence.
    
27. Service Date: Date on which the service was rendered.
    
28. Service Code: Code used to identify the service performed.
    
29. Service Code Description: Description of the service code.
    
30. Collection Notes: Notes entered when sending charge to the collections.
    
31. Primary Insurance: Client's main insurance provider.
    
32. Secondary Insurance: Client's second insurance provider, if applicable.
    
33. Tertiary Insurance: Client's third insurance provider, if applicable.
    
34. Other Insurances: Any additional insurance coverage.
    
35. Charge Amount: Amount billed for the service.
    
36. Payment Amount: Amount paid toward the service.
    
37. Adjustment Amount: Adjustments applied to the charge.
    
38. Balance: Remaining balance after payments and adjustments.
    

Step 4: (Optional) Searching for Data in the Report

You can use the free-text search option to find specific information in the report. Enter the desired text or number, then use the right and left arrow keys to navigate through all matching results.

Step 5: (Optional) Adjusting the Report Zoom

The report is initially displayed at 100% zoom. To improve readability, you can adjust the zoom level using the dropdown menu. For finer control, use the magnifier icons next to the dropdown to increase or decrease the zoom in 10% increments.