Documentation Index
Fetch the complete documentation index at: https://docs.stratapt.com/llms.txt
Use this file to discover all available pages before exploring further.
Reporting can be access by clicking on the “Practice Metrics” button located under the Analytics section on the dashboard.
Reports are designed to be easy to read but just as importantly provide you with a clear snapshot of how your practice and staff productivity. Reports are selected using the “Report Choices” dropdown at the top of the Practice Metrics page.
PRACTICE ANALYTICS
Schedule Analytics Report
This report provides an overview of your scheduling performance for a selected week based on the visit frequency that is established in the plan of care for each patient.
The “Target” is defined as the visit frequency per week based on the established plan of care for each patient. For example, if the plan of care establishes 3 times a week for the next 8 weeks, the “Target” would be 3. The “Target” can be set for each patient by selecting the desired frequency from the “Visits Per Week Target” dropdown which is located on the patient case page. Once this field is selected and saved, the report will automatically be updated.
This report also provides a summary of the total number of Scheduled, Completed, Cancelled and No Show visits. These values are calculated based on the “Status” that is indicated on the schedule.
The percentage noted under the “Scheduled” column represents the percentage of total visits scheduled vs. the total visit target. The percentages noted under the “Completed”, “Cancelled” and “No Show” columns represent the percentage of completed, cancelled and no show visits vs. your total scheduled visits.
The objective of this report is to identify any under scheduling trends for the current or upcoming week based on the target number of visits that you have established in the plan of care for each patient. If a patient is under scheduled (i.e. Target = 3 and the Scheduled = 1), the patient will be highlighted in red.
This report is based entirely on your schedule completion, not on documents or charges submitted.
Staff Productivity (by Service Date) Report
This report provides an overview of the total visits billed, units billed, average units per visit and the top 10 billing codes submitted by each therapist. All values are calculated based on the charges submitted for each patient during the selected time period. Please note that the time period is based on the date of service and not the date of charge submission. Total Revenue is subject to change over time as more charges are paid by both insurers and patients.
Staff Productivity (by Charge Submission) Report
This report provides an overview of the total visits billed, units billed, average units per visit and the top 10 billing codes submitted by each therapist. All values are calculated based on the charges submitted for each patient during the selected time period. Please note that the time period is based on the date submitted and not the service date. Total Revenue is subject to change over time as more charges are paid by both insurers and patients.
Visit Totals Report
This report provides an overview of the total visits per month at the practice and staff level. All values are calculated based on the charges submitted for each patient visit during the calendar month. These values are calculated using the date of service and not the date of charge submission. If billing charges have not been submitted (i.e. document is in Draft status) for a date of service, the report will not include the visit in the total count until the charges have been submitted.
Visit Totals (by Facility) Report
This report provides an overview of the total visits per month at the practice and facility level. All values are calculated based on the charges submitted for each patient visit during the calendar month. These values are calculated using the date of service and not the date of charge submission. If billing charges have not been submitted (i.e. document is in Draft status) for a date of service, the report will not include the visit in the total count until the charges have been submitted.
Payer Analysis: New Patients (by Payer Name) Report
This report provides an overview of the top 15 primary insurance payers at the practice level for a selected time period. The value displayed next to each payer indicates the total number of patients that have that payer listed as their primary insurance. The number of patients for a selected time period is calculated based on the initial evaluation date.
Payer Analysis: New Patients (by Scenario) Report
This report provides an overview of the top primary payer types, at the practice level, for a selected time period. The value displayed next to each scenario indicates the total number of patients that have that scenario listed as their primary insurance. The number of patients for a selected time period is calculated based on the initial evaluation date.
Payer Analysis: Total Payments (by Payer Name) Report
This report provides an overview of the top insurance payers for a selected time period. The value displayed next to each payer indicates the total payments posted during that time period.
Payer Analysis: Total Payments (by Payer Name) Report
This report provides an overview of the top insurance scenarios for a selected time period. The value displayed next to each payer indicates the total payments posted during that time period.
Charge Detail (by Date) Report
This report provides an overview of all billing charges submitted for the entire practice on the selected day. This report can be used for charge reconciliation purposes to ensure that all patient charges have been submitted accurately to the StrataPT Billing Team. Please note that all billing information is delayed 24 hours.
PENDING CHARGES
This report provides an overview of all billing charges that have been submitted, but not yet sent out on a claim. You have the option to remove the entire encounter and reset the relevant documentation to a draft status, for re-submission. If billing corrections need to be made to charges that are not present on this report, please contact your StrataPT Billing Account Manager as soon as possible.
FINANCIAL REPORTS
StrataPT Invoices Report
This provides a list of invoice details on a month by month basis. Click on the “View Details” link in the right hand column to view details on a date-and-patient combination basis. The sub-sections of this report include deleted payments, payments received from patients grouped by type, and refunds.
Patient Balance Report
This report provides an overview of all outstanding patient balances after claims have been processed and/or paid by all insurances on file. The “Financial Status” column displays the statement status for each patient as “Current”, “Past Due” or “Final Notice” which are defined as follows:
- Current: One patient statement has been sent. A patient with a current status may also be in the 30-day grace period.
- Past Due: A second patient statement has been sent with no payments made since the last statement.
- Final Notice: A third patient statement has been sent with no payments made since the last statement. Patient statements will no longer be sent to the patient.
- Default: The patient has received three patient statements with no payments made. Patient accounts that are in default status will no longer be sent a patient statement by the StrataPT Billing Team.
The “Most Recent Statement Date” reflects the last date that a statement was sent to the patient.
30-Day Grace Period: Please note that patient statements are not sent until 30 days after the first claim has processed and/or paid by all insurances on file which may result in no most recent statement date noted. After the first patient statement is sent, the date will be noted.
Statement Frequency: Please note that statements are mailed to the patient every 60 days after the first statement (unless the account is in default status).
Patient Payments (by Date Report)
This report provides an summary of patient payments for the entire practice on the selected date range. Please note: Any patient payments that have been deleted will appear as a separate entry, rather than being removed from the original list.
Payment Detail (by Date) Report
This report provides an overview of all patient and insurance payments received for a selected time period. Please note that this report should not be used for import and accounting reconciliation purposes between your bank account and your accounting software (i.e. Quickbooks). This report can be used as a reference but all imports and accounting reconciliations should be performed directly between your financial institution and your accounting software. The ERA and payment receipt dates are entirely dependent on the insurance and financial institution processing times which are both uncontrollable factors by the StrataPT Billing Team.
Accounts Receivable Report
This will provide you with your outstanding/unpaid balances by insurance. This report will provide all of that information for you and allow you the ability to drill into the balances, patient accounts, and patient notes regarding the open balances. By clicking on the hyperlinked insurance it will display a list of patient names that are contributing to that outstanding balance, and from there you can click on the patient name to view their Clarity Panel (where any denials, rejections, follow up calls/actions, appeals, or pending efforts will be noted for your review).
Payment Summary Report
This report provides an overview of the total insurance and patient payments received per month. All values are calculated based on the date that the payment was posted and applied by the StrataPT Billing Team. Please note that in some cases, the StrataPT Billing Team will receive an Electronic Remittance Advice (ERA) a few days before or a few days after the date that the payments are received in your bank account.
For example, if an ERA is received by the StrataPT Billing Team on January 31, 2016, the payment may not be received in your bank account until February 4, 2016. Alternately, if an ERA is received by the StrataPT Billing Team on February 4, 2016, the payment may have been received in your bank account on January 31, 2016. As a reminder, the values noted on this report are calculated based on date the ERA is received and applied by your StrataPT Billing Team. All ERA’s are posted by the StrataPT Billing Team within 24 hours of receipt in order to maintain the highest level of efficiency with our billing process.
Please note that this report should not be used for accounting reconciliations between your bank account and your accounting software (i.e. QuickBooks). This report can be used as a reference only but all imports and accounting reconciliations should be performed directly between your financial institution and your accounting software. The ERA and payment receipt dates are entirely dependent on the insurance and financial institution processing times which are both uncontrollable factors by the StrataPT Billing Team.
Payment Summary (by Facility) Report
This report provides an overview of the total insurance and patient payments received per month at the practice and facility level. All values are calculated based on the date that the payment was posted and applied by the StrataPT Billing Team. Please note that in some cases, the StrataPT Billing Team will receive an Electronic Remittance Advice (ERA) a few days before or a few days after the date that the payments are received in your bank account.
For example, if an ERA is received by the StrataPT Billing Team on January 31, 2016, the payment may not be received in your bank account until February 4, 2016. Alternately, if an ERA is received by the StrataPT Billing Team on February 4, 2016, the payment may have been received in your bank account on January 31, 2016. As a reminder, the values noted on this report are calculated based on date the ERA is received and applied by your StrataPT Billing Team.
All ERA’s are posted by the StrataPT Billing Team within 24 hours of receipt in order to maintain the highest level of efficiency with our billing process.
Please note that this report should not be used for accounting reconciliations between your bank account and your accounting software (i.e. QuickBooks). This report can be used as a reference only but all imports and accounting reconciliations should be performed directly between your financial institution and your accounting software. The ERA and payment receipt dates are entirely dependent on the insurance and financial institution processing times which are both uncontrollable factors by the StrataPT Billing Team.
Payment Application Summary (by Staff) Report
This report provides an overview of the total insurance and patient payments applied per month at the staff level. If multiple staff members are involved on a charge, the assisting staff member is credited. All values are calculated based on the date that the payment was posted and applied by the StrataPT Billing Team. This report should not be used for reconciliation of any kind. Patient payments are not applied until insurance processing has fully completed. As such, this report can differ from the date that funds are received by a large margin.
Average Reimbursement Per Charge Code Report
This report provides an overview of the reimbursement received for charge codes, both in aggregate and per payer. As flat-rate payers will pay codes in an arbitrary manner, all flat-rate payers are excluded from this report. This report includes only charges that have completely processed through insurance, which have an adequate sample size for reliability, and includes charges created within the date range specified.
Average Reimbursement Per Payer Report
This report provides an estimation of the average reimbursement received per payer for each visit. This estimation is created by using historical data from your individual practice, and includes the total visit receipts (primary, secondary, tertiary, patient). This prevents high-deductible plans from altering your estimates. Only visits that are paid-in-full contribute to this estimate. Pending balances are not included in the calculation. A minimum of three visits within the time period are required for an average to appear.
Charge Losses Report
This report provides an overview of the income lost due to failure to obtain authorizations with the payers in question.
MARKETING
Referring Provider Report
This report provides an overview of your top referring providers and the patients that they have referred to your practice. The date noted under each patient reflects the date that the patient was entered into StrataEMR which is referred to as the “Date Created” field located on the patient demographic page. This report displays the total number of referrals/new patients for the selected time period. All referring providers are displayed in descending order by the total number of patients referred to your practice for the selected time period.
Patient Discharge Report
This report provides a list of patients that have been recently discharged.
Patient Geography Report
This report provides a visual overview of your patient’s home zip codes in relation to that of your locations. The date range selects patients by their creation date. Patient zip codes are intentionally staggered to show multiple patients more clearly.
Patient Mailing List Export
This will allow you to export a CSV file of your patient demographics at any time, which can in turn be used to import them into your customer relationship management software.
Referring Provider Mailing List Export
This will allow you to export a CSV file of your referrals at any time, which can in turn be used to import them into your referring provider relationship management software.
