The snapshot reports area is a centralized area where a variety of pre-made reports are made available for you. These are pre-made reports, if you are wanting your own customized reporting, please see: Therabill Custom Reports.
How to get to Snapshot Reports
The snapshot reports can be accessed from your dashboard (the first page you see when you log in to Therabill). Click the Snapshot Reports button at the top of your dashboard (right above the list of scheduled sessions for the day). You can also click on Reports in the green navigation bar at the top of the screen followed by Snapshot Reports in the sub menu that appears.
Navigating the Snapshot Reports
The Snapshot Reports (see image to the right) contain a variety of pre-made reports. The reports are categorized in to the following types:
- Credit Card
You can change which category of reports you are viewing using the drop down menu at the top right of the snapshot reports (see image above, red arrow). Within in each main report type, there can be more than one report. Each report within the report type is accessible through tabs at the top (see image above, blue arrow). The tabs available to you will be different for each report type (for example, payments reports vs Balances/AR reports). Click on a tab to access a specific report within the report type that you are currently viewing.
You may want to view all of the reports that are available to you within snapshot reports. You will probably not have a use for all of them, but you will want to take a look around to see what reports will be useful to you. Please note, Therabill also has custom reports that are not within snapshot reports. For information on custom reports, please see: Therabill Custom Reports.
Printing reports: Each report will have a printer icon at the top right. Click the printer icon to print the report. Some reports will give you the ability to print it out to a Comma Separated Values file. A comma separated values (CSV) file can be opened by spreadsheet software such as Microsoft Excel.
Below we will go over the various reports within each report type.
Report Type: Indicators
The Indicators report shows some key indicators for your practice. Included are the number of new patients added, confirmed and cancelled visits, confirmed and cancelled units, the average charge per visit and per unit, and a summary of payments received. These indicators are presented in two groupings. Each grouping includes the dates entered into the date ranges at the top of the report page. When you first enter the Indicators report page, the first group will default to a range ending with today's date and beginning with the first of the month. The second group will default to the first of the previous month through the same date for that month. A third grouping will present the differences between the two sets of dates. You can change any of the dates to make whatever comparison between two date ranges that you are interested in.
Report Type: Payments Reports
Payment reports are reports pertaining to payments that you have entered into Therabill. As is with most reporting, if you want these to be accurate, then you do need to enter all payments (insurance, client, agency) and all adjustments into Therabill. Almost all payment reports run off of the post date. The post date is the date you entered as the received date when entering the payments into Therabill. Below is a summary of each report under the Payments report type.
This report will list each of your clients. At the top right, you can enter a posted date range. Therabill will then give total insurance payments, client payments, copay payments, unassigned payments for the client, agency payments and adjustments that you have entered for that client during the posted date range that you indicated. Please note, you can change this from a payment break down by client to a payment break down by provider using the drop-down menu (right after the report header) from "Client" to "Provider". The report will then show the same information, but for each of your therapists.
This report will give you a summary of payments entered by payment method (check, cash, credit, EFT). It will group all payments by the method of payment and then summarize it by posted date. In addition to giving a posted date range at the top right, you can also choose to only look at specific payment types (for example, insurance payments or client payments) using the drop-down menu at the top right (under the posted date range).
Payments by Date
The Payments by Date report will group your payments based on your choice of deposit date, check date, posted date, or even the date of service of the session it was posted to.
Important note: You must have entered the date in order for it to show it. That is, if you are not entering deposit dates when entering payments, then those payments will not show up when viewing by deposit date. All payments have a "posted date". Also, unassigned payments that you enter for a client are not assigned to a session. Therefore, they are not associated with a date of service and these will not show up when viewing by date of service.
Payments by Code
Here you can view a summary of payments received during a specified posted date range by service code (for example, CPT code). This report will list each service code that has payment applied to it during the posted date range that you supply. It will then give you a summary of the number of codes that had a payment applied to it, the total insurance payments, client payments, agency payments and adjustments applied to those service codes.
Insurance Payments (EOB)
This report is called an EOB (which stands for Explanation of Benefits) report but it is really a report of insurance payments by check number. This requires that when you are entering insurance payments that you always enter the check number. If you are not entering check numbers, then you will not be able to use this report. If you are using this report then it can be useful for looking back at a summary of an EOB (which usually have a unique check number).
Insurance Payments by Code
Here you can view insurance payments and adjustments grouped by insurance company and broken down by your choice of Service/CPT code, Service/CPT Code w/ Modifier, Payment Class, Session Class, Client, Provider, Check Number, Authorization, Units. You choose a payment posted date range and how to breakdown the insurance payments.
The payment velocity report gives you an indication of how fast a payment came in. This report will list payments that you have entered into Therabill during a posted date range that you supply (along with a variety of other filters). For each payment, it will list the client name, the service code, the rendering provider, the payer, the amount of the payment, the date of service of the session it was applied to, the date you billed it out, and the date you posted it. The last three columns indicate how fast the payment was received. These columns are as follows.
- Days to bill: This is the number of days from the date of service until the date you billed it out. This is an indicator of how long it takes you to bill out the claim.
- Days in A/R: This is the number of days between the date you billed it out and the date the payment was posted. This is how long it took for the payer to pay you.
- Total: This is days to bill plus days in A/R. This is the number of days between the date of service of the session and the posting of the payment.
Report Type: Balances / AR
Balances and AR reports give you an idea of balances on session, client balances and general accounts receivable. These reports are usually going to be generated by a date of service range. The available reports at this time under Balances / AR are as follows.
For more information, please see: Claim Aging Report.
The aging report gives you a summary of balances based on how old the balance is. The age of the balance is binned into groupings of 0-29 days old, 30-59 days old, 60-89 days old, 90-119 days old, and greater than 119 days old. You can view your claim aging by client or by insurance (you can switch between the two by using the Aging by drop down menu at the top right). There is also an expand icon associated with each row that will allow you to see the details of the balances within each row (client or insurance company).
Important: As with many reports in Therabill, this report requires that you accurately enter all payments and adjustments towards your sessions (charges).
Important: The grand total of all client balances does not always equal your total accounts receivable (AR). For more information, please see: Aging balance does not equal accounts receivable.
Aging by client: Each row is one of your patients that has a balance. A summary of how old the balance is (based on date of service) is given.
NOTE: The default view of the aging by client is to show the balance of all sessions. This is the balance of sessions that are both open (still pending insurance) and closed (not pending insurance / finalized to the client). You can use the checkbox at the top right (directly underneath the 'aging by' drop down menu) to switch to viewing only balances of sessions that are closed. This option will resemble the client statement balance due. For more information on open sessions vs closed sessions, please see: Therabill Closed Sessions and Open Session.
Aging by insurance: Each row is an insurance company that has sessions that are pending payment from them (the last insurance company you billed the session to). The aging of the balance is based on the date you billed the sessions to the payer.
Monthly AR (Summary)
For more information, please see: Monthly Accounts Receivable Summary
The monthly summary report shows you the month end Accounts Receivable (AR) balances for a given date range, filtered by Service or Posting Date Range. In addition to the the total balance due (A/R), Therabill displays the total charges, insurance payments posted, client payments posted, agency payments posted, and adjustments posted for each of the months.
The current month's AR on this report is your total Accounts Receivable to date. Other reports that show balances due within Therabill may not add up to this value. Specifically, a lot of people look at the grand total of the aging report and assume it is the current accounts receivable. While this is sometimes the case, it is not always true. For more information, please see: Total AR is not equal to balances on aging report.
IMPORTANT: If the current month is being displayed in this report, then the values displayed (i.e. insurance payments, charges) only reflect charges and payments up to the current date.
Daily AR (Summary)
The Daily AR report will show you a summary of charges, payments and adjustments posted for each individual day that is within the Date Range at the upper left of the report. Each day will also give you how much your A/R changed for that day along with a running A/R total. You can also filter the information by a specific Provider.
For more information, please see: Session Balances Report
The session balance report lists all sessions along with a summary of insurance payments, client payments, and adjustments applied. There are a variety of filters you can use to narrow down the sessions that you are viewing. In addition to the filters, there is also a Group by drop down. The group by drop down will group each session by the parameter (for example, by client, by provider) of your choice. It then shows the current balance due. The balance due on a session is equal to the charge amount minus the insurance payments minus the client payments minus the adjustments. It also shows the current status of the session (for example, unconfirmed, confirmed, open, closed). For information on the status of the session, please see: Therabill Closed Sessions and Open Session
The client ledger balance will list out each of your clients and their current ledger balance. The ledger balance is simply a sum of all charges minus payments and adjustments that you have entered. This report will allow you to give an "As of" date. Therefore, you can view the ledger balance as of a past date (or even a future date, if you are entering charges in to Therabill in advance).
NOTE: The client also has another balance called the statement balance (see next section). The balances do not always equal. For information on the difference between these two balances, please see: Ledger balances versus statement balance.
Client Statement Bal
The client statement (session) balance will list out each of your clients along with their current statement balance. The statement balance is how much they owe based on the client statement. This balance reflects open versus closed session. This report will also show you the client's Unassigned Payments balance.
To post unassigned payments to specific sessions, please see the following article: Unassigned Client Payments.
NOTE: The client also has another balance called the ledger balance (see last section). The balances do not always equal. For information on the difference between these two balances, please see: Ledger balances versus statement balance.
Report Type: Billing
The billing reports give you information on billing that you have performed. Important: You should not use these reports as accounts receivable reports. Due to the nature of billing (for example, resubmissions), in a billing report, a session (or charge) may be listed more than once (for example, if you billed it out more than once as would happen with a resubmission).
This gives you a list of insurance claims submitted during a billed date range that you specify. You can also group this report by parameters such as billed date, client, date of service..etc., using the group by drop down at the top right. This report gives information such as the date you billed the session, the client, the provider, the date of service of the charge, the CPT/Service code, the number of units, the charge amount, the payer, and the method (EDI is an electronic submission) and the status (submitted vs in error).
This is a very useful report to help make sure each of your electronic claims submissions are being acknowledged as received by the payor. This report will show all electronic claim submissions that have not yet received an acknowledgement response back from the payor. Check this report often and use it to know if and when you need to resubmit a claim.
This report shows insurance claims submissions grouped by the date. This report will show (for each date in the date range that you supply) a summary of submissions to each insurance company that you submitted to. It will show you the total number of claims, the number of service lines on those claims and the total charges.
Report Type: Patients / Clients
The patient / client reports are reports pertaining to your clients in Therabill.
This report gives you information about all of the authorizations that you have entered in to Therabill for your patients. You can view the number of sessions remaining on the authorization, the start and expire dates, the patient, the insurance company/payer and whether it is active or not. You can use the tools at the top right to group the authorizations (for example, by insurance or by client), to order the authorizations, or to hide/show expired insurance authorizations.
This is a valuable report for finding patients that may have dropped off the radar. This report will show you a list of clients (that are marked as active) and that do not have a future date of service scheduled. For each client listed, the report shows the clients contact information (e-mail and phone number), the last date of service (confirmed and not cancelled) you had scheduled for the patient, and the number of days since the last date of service. The list is ordered in descending order by the number of days since you last saw the client. You can group this report by the last provider seen. The last provider seen is the rendering provider assigned to the last date of service in your Therabill schedule.
For each active client in your client list, this report will show you dates for each category of note (i.e. Evaluation, Plan of Care, Daily Note.. etc). The dates shown for each note type include the first time you entered that type of note and the last time you entered that type of note. The dates are based on the date of service that the note was entered on. The 'category' or 'note type' (i.e. Evaluation) is obtained by the type of note template that was used. The type of note template is a parameter that you set when creating a note template in our custom documentation system. You can group this report by default provider or by the primary insurance of the client. The default provider is the provider that you have entered under Defaults on the edit client form for the client.
For each active client in your client list, this report will show you a number of dates and amounts regarding sessions for the client. The first column will show the client name. The second column of information will show the first and last session dates (dates of service) and the total amount billed for all sessions the client has scheduled. The third column of information will show the first and last dates that insurance payments were posted to the client's account along with the total amount of all insurance payments posted. The fourth column of information will show the first and last dates that client payments were posted to the client's account along with the total amount of all client payments posted. The last column of information will show the first and last dates that agency payments were posted to the client's account along with the total amount of all agency payments posted. You can group this report by default provider or by primary insurance. The default provider is the provider that you have entered under Defaults on the edit client form for the client.
For each active client in your client list, this report will show you information about that client's last DOS and their next scheduled DOS. The first column will show the client name. The second column will show the email address that is on file for that client. The next two columns will show the last provider that they saw and the next provider they will see if they have a next DOS scheduled. The next column will show the last DOS they had a scheduled session that was not marked as a cancel/no show session and was confirmed. The next column will show the next DOS that the client has on the schedule. The last column will show you the number of days between the last DOS and the next DOS. Clients that have neither a last DOS or a next DOS will not be displayed on this report. You can group this report by Last Provider Seen or by Next Provider Scheduled. You can also filter the report by Last DOS range, Next DOS range, and hide any clients that have No next DOS or clients that have No last DOS.
This report is for Therabill members that are using the client / patient portal feature of Therabill. This report will give you a list of clients / patients that you have sent an authorization e-mail to requesting that they set up their patient portal account. It will list the e-mail you sent the request to as well as the current status of the client portal. The current status will either be Authorization e-mail sent, meaning you sent the e-mail but the patient has not created their account yet, or Account username/password Created, meaning the patient has created their patient portal by creating a username and password for logging in.
Report Type: Referrals
The referrals reports are reports pertaining to referral sources, such as referring physicians or other referral sources in Therabill.
For more information, please see: Referral (Referring Physician) Source Breakdown Report
In this report, you can choose what type of referral source to look at. The two referral sources are referring physician and referral source. The referring physician is entered on the add/edit client form in the section labeled Referring Physician. The referral source is entered on the add/edit client form in the section labeled Other Referral Source.
This report gives you a summary of number of clients (active, and scheduled) seen during a time frame for each referral source. In addition, you can see (for each referral source) the number of visits scheduled, the number of services (procedures) performed and the total of all charges for those service for a date range that you choose.
Report Type: Productivity
The productivity reports are going to give you statistics on your sessions and map the statistics to other key variables (such as rendering provider, or service codes).
This report is a summary of scheduled sessions, confirmed sessions (sessions that took place) and cancelled sessions. The report is grouped by profession which is useful if you are a multi-disciplinary clinic. Within each discipline, the report will list each of your providers within that discipline. For each provider, it will show the total number of scheduled sessions, the number of those that have been confirmed, and the number of those that were cancelled. NOTE: You must use session classes within Therabill to track cancelled session. For information on canceling sessions please see: Cancel Session in Therabill. For video instructions on using session classes, please see: Session Classes in Therabill.
A second set of columns in this report shows the productivity as number of hours (instead of number of sessions).
Productivity Percent is equal to number of sessions divided by number of confirmed sessions.
Prov Code Summary
This report is a summary of all scheduled sessions that were not cancelled, for the date range specified in the Date of Service Range fields. The following information will be displayed: number of sessions, number of units, total charges, insurance payments, client payments, agency payments, and adjustments. Below the summary area the report will be grouped by profession, which is useful if you are a multi-disciplinary clinic. Within each discipline, the report will list each of your providers within that discipline. For each provider, it will show their share of the same numbers from the summary line at the top of the report. If you click Yes for Show Detail, under the date range, each provider will be presented with a breakdown by service code, of the same information, along with a total line.
For more information, please see: Code Summary Report.
This report will give you session counts during the date of service range that you supply at the top right. You can also select the Code Type that the report will be based on. This can be the Service Code/CPT, Session Class, or Primary Diagnosis. Each row will be a unique code. Information given for each code includes the number of distinct clients with sessions using the service code and the number of distinct providers with sessions using the service code. In addition, the total number of units and visit count are shown for each service code. The payments section will show you a sum of insurance payments, client payments, agency payments and adjustments applied to those service codes. Finally, the total charge amount for the service code is displayed.
NOTE: In order to use the Session Class view, you must be using session classes in Therabill. For information on session classes, please see: Session Classes in Therabill. You can also view this report by Primary Diagnosis as well.
For more information, please see: Therapist Weekly Productivity Report.
This report lets you see week by week how your therapists are performing. You choose the date of service range. Therabill will layout a report by week starting and give you totals (i.e. hours worked, minutes worked, charges, charge per unit.. etc) for each provider during that time period. You choose what totals to display.
Custom (Productivity) Array
This is a flexible report allowing you to create an array (a.k.a. a grid, or a table). You define the labels of the rows and the columns (for example, you can choose from Primary Diagnosis, Service/CPT code, Provider name). You then define what should be displayed within the table (for example, total number of units, total charges, total insurance payments). Therabill will then create that grid for you.
An example might be displaying primary diagnosis as the rows and service code as the columns. If you choose to show total charges as the values, then you would be looking at an array where you can see for a service code, the total charges when a given diagnosis code was the primary diagnosis code of the patient.
Available rows and columns include:
- Service Code
- Session Class
- Primary Diagnosis
- Responsible Party
- Last Insurance Billed
Available Values include:
- Session count
- Ins Pmts
- Client Pmts
- Agency Pmts
- Total Pmts (sum of Ins Pmts, Client Pmts, and Agency Pmts)
- Total Pmts & Adj (sum of Ins Pmts, Client Pmts, Agency Pmts, and Adjustments)
- Charge per unit (Charges / Units)
- Charge per session (Charges / Session Count)
IMPORTANT: Due to the nature of custom arrays, the array could get large and run off the side of the page. You may need to scroll around to see the entire array. For example, if you choose the columns to display as the service codes and you have 50 different service codes, then you will most likely need to scroll to see the entire report.
PRINTING LIMITATION: Due to the nature of the variable size of this report, this report cannot be printed to PDF. It can be printed to a CSV file which can be opened in spreadsheet software such as Microsoft Excel.
Report Type: Administrative
These are administrative reports.
This is really PHI Access logs. Various activities that may involve the view of Protected Health Information (PHI) are logged within Therabill. The access log is a report of this PHI Access. The report shows the date (actually a timestamp), the action performed, who performed the action (main account is the main administrative log in, otherwise it will list either the provider name if done through a provider portal or the name of the user account). Not all actions performed in Therabill are logged. The various types of PHI access that are logged are as follows.
- ADD_CLIENT: A client / patient was added.
- EDIT_CLIENT: A client / patient was edited.
- DELETE_CLIENT: A client was permanently deleted or inactivated.
- VIEW_CLIENT: The edit client form was opened.
- ADD_SESSION: A session was added to Therabill.
- EDIT_SESSION: A session was edited.
- DELETE_SESSION: A session was deleted.
This report will show many of the activities/operations that have been performed with your clinics information. Each box will give details of what was done, when it was done (date and time), what login was used to perform the action, along with a link to a list of the data that was sent to the Therabill server to make the add/change. You can filter the information based on a number of different criteria. You can select the Type of action from the following: Add, Edit and Delete. You can select what the action was performed On from the following: Admin, Agency, Agency Billing, Client, Client Billing, Client Class, Communications, Documentation, ERA, Insurance Billing, Note Templates, Payment, Provider, Responsible Party, Session, Session Class, Simple Note. You can select from a drop down of all your Users and Providers. You can also set the date range of actions that you wish to view. There is also a Description box where you can enter any text you want to search for in the activity log.
Note: The Activity Log will only go back to 09/05/14.
This report will show all logins that have been used over the course of the date range specified. You can also select the specific login you are interested in using the User/Provider drop down in the upper left. Each line will show the login used, the login time, and the last activity time. There will also be a line of information passed back by the browser that was used for the login. This can sometimes show the operating system/computer type that was used, as well as the browser name and version.
Report Type: Transmissions
These are the various transmissions that have been sent on your behalf.
This report will show you a list of all the reminders that have been sent for the date range specified in the upper right hand corner of the screen. The Type dropwdown will allow you to specify which type of reminder you are interested in. You can select from Email, Free Text Message, Paid Text Message, Phone/Voice. For more information on how to set up reminders, see the following articles:
Each line will show the date the reminder was sent, the type of reminder, the client name, the date of service, where the reminder was sent (email address, phone number, etc.) and the patient response.
This report will show you a list of all the e-mails that were sent from Therabill that had files attached to them for the date range specified in the upper right hand corner of the screen. The Type dropdown will allow you to specify which type of e-mail you are interested in. You can select from Client Statements, Session Documentation, File, Client Payment Receipt.
Each line will show the date and time the e-mail was sent, the type of e-mail, the client name, the e-mail address of where the e-mail was sent to.
Report Type: Credit Card
These are the credit card reports.
This report will show the credit card transactions for the deposit date entered in the top right. This report is used to reconcile your credit card transactions. For more information on Reconciling your credit card transactions, see the article Reconcile your credit card transactions. For each line you will see the deposit date, card holder name, authorization code, transaction id, reconciled flag, source, amount, and information icon.