How to Create a Reimbursement Analysis Report

Sensei Cloud allows you to generate a Reimbursement Analysis Report that provides a comprehensive overview of procedures that providers performed and the associated charges compared to the amount of money the practice was actually reimbursed by patients and insurance companies, for a specific reporting period.  

The Reimbursement Analysis Report uses posted charges for completed procedures as its foundation. When you choose a reporting period, the report includes charges with service dates or transaction dates (depending on your selected Date Basis) that fall within that time frame. 

The report details the procedure charges, amounts collected from insurance carriers and patients, as well as remaining outstanding balances, offering visibility into reimbursement performance. This report is helpful for Practice Owners, Financial Managers, and Providers. 

The Reimbursement Analysis 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.

Note: 
-- The report includes the cumulative (lifetime) payment and adjustment activity associated with the charges as of the date the report is run. For example, if you run a report today for charges posted in March 2025, and a payment was just received or distributed today, then this payment activity is reflected in the report. 
-- A key thing to note is that the report numbers are based on direct association with the charges. The report only includes payment and adjustment activity that has been distributed directly to the charges (services) within the selected reporting period. 
-- Payments that remain undistributed or are distributed directly to Providers or other debits are not factored into the report calculations.  

When generating a Reimbursement Analysis Report, the selected Reporting Period defaults to Last Month, but you can select a different date or date range by clicking the Calendar icon.

You can report by Service or Transaction date, and the report is grouped by Provider (unless you are accessing from the All Locations tab, where you can choose to group by Location).

The available columns to include in the report vary based on the report format selection, which can be Totals, Totals and Subtotals or Totals, Subtotals, and Details. The report defaults to Totals and Subtotals as this is expected to be the most helpful output for offices. 

Each report type breaks down the procedures performed by providers, procedure charges, patient and insurance payments and adjustments allocated to the services, and the selected report type determines the report format and level of detail:

• Totals: Displays a single table that lists each Provider and breaks down the total number of patients, procedures, and charges associated with the provider during the selected reporting period.
• Totals and Subtotals: Displays Provider tables that list procedures and the associated charges, payments, adjustments, and outstanding balances.
  Note: For Orthodontic practices, there are also Patient Ortho Contract Charge, Insurance Ortho Contract Charge, and Patient Ortho Contract Downpayment line items within the tables. 
• Totals, Subtotals, and Details: Displays tables for each procedure that list specific patients and their associated charges, payments, adjustments, and outstanding balances, grouped by Provider  
  Note: For Orthodontic practices, there are also Patient Ortho Contract Charge, Insurance Ortho Contract Charge, and Patient Ortho Contract Downpayment tables.

You can also set Filter Parameters for some of the included columns. For example, you can choose to include only certain Providers or specific Office Codes. Click All next to the Column Name to select the filter values.

When you have selected the necessary options and are ready to create the report, click Generate Report. Click the Eye icon next to the completed report to view the on-screen report. 

Regardless of the selected report format, there is a header at the very top of the report that displays the following totals: 

• Total Number of Patients
• Total Number of Procedures
• Total Charges
• Insurance Payments 
• Insurance Adjustments
• Patient Payments
• Patient Adjustments
• Balance 

Similar headings are also included at the top of each table column in the report, displaying the totals for the specific Provider (with the exception of the Totals report format, as this is a very high level view), or Location if you have generated the report using a Location grouping:

• # Patients (Count of Unique Patients)
• # Procedures (Count of Posted Charges)
• Charges (Total value of Unadjusted Posted Charges)
• Ins Pay (Total value of Insurance Payments Distributed to the Charges)
• Ins Adj (Total value of Insurance Adjustments Distributed to the Charges)
• Pat Pay (Total value of Patient Payments Distributed to the Charges)
• Pat Adj (Total value of Patient Adjustments Distributed to the Charges)
• Balance (Total Outstanding Balance)

Note: The report is broken down by procedure/office code within the tables.

The following image displays a Provider table from a Reimbursement Analysis Report that was generated using the Totals and Subtotals report format and grouped by Provider.