How to Create a Collections By Provider Report

Related Training
Running the Collections By Provider Report Recorded Class

Sensei Cloud allows you to create a Collections By Provider Report that provides a list of all allocations (distributions) to Providers or their Services associated with payment-based transactions.

The Collections By Provider Report can be created by using the Report Generator (Locations or All Locations > Financials > Report Generator). See How to Use the Report Generator for the detailed report generation procedure.

When generating a Collections By Provider Report, the Reporting Period defaults to last month, but can be changed to another date or date range. The report can be sorted in ascending or descending order by provider name. 

You can choose to report by Acceptance, Transaction, or Distribution date, and group the output by Provider or Location (if accessing the Report Generator from the All Locations tab). See Date Basis Comparison for more information.

When generated, the selected report outputs are available in the Generated Reports list for viewing, printing, or exporting.

Note: 
-- When running by Acceptance or Transaction date, the Transaction Count and Transaction Amount at top of the Collections By Provider report always matches the Payments By Type Report for the same period and reporting basis.
-- In contrast to the Payments By Type Report, which is a list of payment transactions, this report is a listing of allocations made to providers from these payments. The allocation amount is shown per provider, with the quantity omitted deliberately since a payment could have one or many allocations. 

Totals and Subtotals provides a summary breakdown of payment allocations per provider (for payments received during the Reporting Period). Totals, Subtotals, and Details provides a detailed list of allocations, grouped by provider, from each payment that was received during the Reporting Period.

There is an Unallocated table at the end of the report which contains all payments that are either unallocated or partially allocated (if the selected report format is Totals, Subtotals, and Details). If the report is generated with a Totals and Subtotals report format, Unallocated - Allocation Amount represents funds To Be Allocated is displayed as a line item at the bottom of each table. Note: Fees might be unallocated on purpose (e.g., fees collected by the practice, fees for a provider that is not paid on collections, etc.), or might indicate money that should be allocated before the providers are paid. Additionally, there is a section for Non-Provider Allocations. 

Note: This report excludes removed transactions for the reporting period. Additionally, if a payment was corrected, the original transaction is not included in the report; only the corrected transaction is included.

Date Basis Comparison

The selected date basis greatly impacts the report results. See the following sections for more information on each Date Basis option for the Collections By Provider Report. 

Distribution Date 

When Distribution Date is the selected date basis, the Collections By Provider Report returns all Distribution activity (associated with payments from any date / time period) that occurred during the defined reporting period. Provider-based data will reflect the time-bound (i.e., based on the Reporting Period) net Distribution activity (Distributions or Reversals) associated with the Provider or their Services. 

Note: The Unallocated data will reflect the remaining unallocated / undistributed funds from those Payments that had Distribution activity during the defined Reporting Period.

• If your office uses the Collections By Provider Report to pay providers, it is recommended that you run the report based on the Distribution Date for the most accurate report output.
• You can follow the payment every step of the way, accounting for any changes that are made, eliminating the need to re-run previous month's reports to account for retroactive changes. 
• Run the report for a distinct time period to ensure exact calculations and prevent over (or under) paying for distributions to providers.
• Note: The Distribution date cannot be manually edited by your practice.

Acceptance or Transaction Date 

When Acceptance Date is selected, the report returns the to-date (all time) Distribution activity from payments that were accepted by the Office during the defined Reporting period (e.g., the date when the office physically received a check).

When Transaction Date is selected, the report returns the to-date (all time) Distribution activity from payments that were posted by the Office during the defined Reporting period  (i.e., when the payment was typed into the Sensei Cloud software). 

• IMPORTANT: When run by Acceptance or Transaction Date, the report returns the accumulated Distribution Activity, as of the moment of running the report, for the time-bound (based on the Reporting Period) set of Payments. In effect, this is only a current snapshot and will not reflect subsequent Distribution activity that may occur later (i.e., new distributions, re-distributions, or reversals). The report must be re-run for the same Reporting Period to get the current Distribution activity for the Payments.
• Changes such as if a payment was distributed, redistributed, or a refund processed, outside of the selected reporting period, could ultimately be missed if you do not return and re-run the report for the same reporting period again. For example, if you run a Collections By Provider Report in January and a payment from January is modified in February, you would have to re-run the report to see the changes. 
• Note: The Acceptance date for a payment can be manually defined by practices at the time of posting.
• Note: The Transaction date cannot be manually defined and reflects the current date at the time of posting. 

Note: For practices that consistently take a payment, post the payment, and distribute the payment all on the same date, and do not make subsequent adjustments to the associated Transactions or Distributions, you can use the Acceptance or Transaction date basis without missing any changes and accidentally over or under paying providers.

Example Scenario

1. A patient makes a prepayment on January 31. 
2. The front desk enters the payment into Sensei Cloud on February 1. 
3. The payment gets distributed directly to Doctor Sam in March. 
4. In June, the insurance company pays more than expected, so the patient is due a refund for the patient payment and the distributions to Dr. Sam need to be applied to the refund (reversed).

For this scenario, see the following table to compare each date basis and if the payment would be visible in the report output during the date range.