Payment Reports

The Payments Snapshot Reports section contains payment and adjustment information entered into Therabill for insurance, client, and agency payments.

Helpful Tips

• All client payments should be entered in WebPT and allowed to flow over into Therabill. This will allow you to compare client payments between the two systems in case of a discrepancy.  
• The adjustment column(s) is the total of insurance, client, and agency adjustments.
• All payment reports run by Post Date unless stated otherwise. Different payment types have a different method of recording post date as shown in the table below.  

Payment Type	Post Date Field
Client Payments (from WebPT)	Date of Transaction in WebPT
ERA	Date of the ERA
Insurance Payments w/COB, Insurance Payments, Agency Payments	Received Date
Single Session/Batch Client	Post Date

Below is a summary of each report under the Payments category.

Payment Breakdown

By default, this report will list each client and detail all insurance, client, and agency payments and their total adjustments. You can filter using a specified posted date range and even sort by facility. If you choose to view the report by Provider, unassigned payments will not be included. Unassigned payments are tied to clients and are not associated with a therapist until posted to a specific session.

Note: As client payments are recommended to be entered into WebPT directly, the Copay column will typically by blank. The sum of the following columns is equal to the total client payments: Client Pmts, Copay, and Unassigned. 

Payment Method Breakdown

This report will give you a summary of payments entered by payment method (check, credit, cash, and EFT).  It will group all payments by the method of payment and provide the subtotal of each method. A grand total is also listed at the bottom of the report.  In addition to filtering by posted date range and facility, you can also filter by specific payment type (Patient/Client, Insurance, Agency).

Patient/Client payments have the ability to be listed in the Unassigned column. The Unassigned column reflects the amount of the original payment that has yet to be assigned to a session/service.

Payments by Date

This report will group your payments based on your choice of date range: Deposit Date, Check Date, Posted Date, or Date of Service.

Payments will not show that do not have a date entered for that filter.  For example, if you are not entering deposit dates when entering payments, then those payments will not show up when viewing by Deposit Date. As mentioned at the top of the article, all payments will have a Post Date.

Note: Unassigned payments will never appear when filtering by Date of Service, as they have yet to be assigned to a session/service.

Payments by Code

Here you can view a summary of payments received during a specified Posted Date range by service code (CPT w/ modifier or custom).  This report will list each service code that has had payments applied to it during the posted date range that you supply. If you do not a see a code listed, that means that no payments were posted to that code within that date range. A summary is provided of the total number of payment types on a code, the total insurance payments, client payments, agency payments, and adjustments applied to those service codes.

Note: If you post 2 separate client payments on a single code within a session, it will count as 1 in the Count column.

Insurance Payments (EOB)

This report is can be used to verify posted insurance payments. It is always grouped by check number, but can be further filtered by Received Date (equivalent to Post Date), facility, and even grouped by insurance, provider, or client. This report will only be useful/accurate if you are entering check numbers when posting insurance payments. If a check number has not been entered for an insurance payments, the service line(s) will appear under a “No Check Number Entered” section.

In addition to provider the payment and adjustment amounts entered, this report will also show the charge amount of each service line followed by the total payment/adjustments entered for the service as a whole. This can be beneficial when a client as multiple insurances. The final column shows the remaining balance on each service line after taking into account the total payments/adjustments posted.

Note: The Session Totals columns incorporate the payments/adjustments that have been applied using the check you are viewing on the report.

Insurance Payments by Code

For more information, please see: Insurance Payments by Code

Here you can view insurance payments and adjustments grouped by insurance company and further 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 can also filter by Post Date range and facility.

This is a great report to use if you want to calculate various averages. You can find the average amount each insurance is paying on a specific code or even the average amount each provider is reimbursed by a specific insurance.

Payment Velocity

This report gives you an indication of how fast you are being paid.  This report will list payments during a posted date range that you supply (along with a variety of other filters).  For each payment, it will list the client name, service code (CPT), rendering provider, payer, payment amount, Date of Service the payment was applied to, the date it was invoiced, and the Post Date of the payment.  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 Post Date of the payment.  This is how long it took for the payer to pay you.
• Total:  This is a total of Days to Bill and Days in A/R.  This is the number of days between the date of service of the session and the posting of the payment.

Note: The Days to Bill is solely based on the Date of Service. If the session was not entered into Therabill on the same day as the DOS, this number will be slightly skewed.