Dashboard Gadget User Guide

A/R Aging Gadget

Best used to: Quickly find your aging A/R and understand who is responsible for it.

Designed for: Collections

Filters: Date of Service or Entered Date

Drill Down
: Not Applicable.

Details: As your outstanding charges increase in age, the ability to locate and collect on balances becomes critically important. Similar to the A/R Aging Summary report, the A/R Aging gadget will summarize who is responsible for outstanding charges at various age ranges and provides the total amount that is outstanding at any given time.

Drill Through: Not applicable.


Limitations:

  • Does not include charges set to the status of Deleted or Incomplete.

  • Does not include charges set to the status of Paid.


Charges & Debits Gadget

Best used to: Track daily and weekly trends in the amount of charges and debits entered into CollaborateMD.

Designed for: Administrators

Filters: Date of Service or Entered Date; Last 7 Days, Last 30 Days, Last 90 Days; Charges and Debits, Only Charges, Only Debits

Drill Down: Includes ability to drill down by a specific date when viewing results within the Last 90 Days.

Details: One of the key indicators for determining your office’s billing volume is the amount of charges and debits being created over time. The Charges & Debits gadget, much like a summarized version of the Daily/Monthly report, will provide an overview of charges and debits flowing through CollaborateMD on a daily and weekly basis, allowing your office to ensure a consistent and increasing volume.

Drill Through: This report includes a direct connection to the Daily/Monthly Charges and Debits report.


Limitations: None.

Charges Not Billed Gadget

Best used to: Track outstanding charges that are waiting to be billed to insurance.

Designed for: Billers

Filters: N/A

Drill Down: Includes ability to drill down unbilled charges per customer, if multiple exist.

Details: Ensuring maximum collection potential means constantly being on top of charges still waiting to be billed to insurance. The Charges Not Billed gadget identifies all idle charges that have yet to be billed or (re-billed) to insurance, allowing your business’ revenue cycle to remain healthy.

Drill Through: This report includes a direct connection to Claim Control.


Limitations:

  • Does not include charges set to the statuses of Deleted or User Print and Mail to Insurance.

  • Does not include any post-billing status, such as Charge at Insurance, Rejected at Clearinghouse.

  • Debits are included in any balances appearing in the following statuses: On Hold, Incomplete, Pending Patient, Pending Physician, and Waiting for Review. When drilling through to Claim Control from this gadget, only charges will appear, debits are not included in the results list. 

  • When drilling through to Claim Control from this gadget, keep in mind that Claim Control displays the totals charge amounts, while the gadget displays the charge balances.

  • Charge balances must be greater than zero ($0.00). 

Claim Rejections Gadget

Best used to: Stay on top of recent claim rejections from the Clearinghouse.

Designed for: Billers

Filters: Yesterday, Last 7 Days; Rejected – All, Rejected – Not Fixed

Drill Down: Includes ability to drill down rejections on a specific date and per customer, if multiple exist.

Details: CollaborateMD takes pride in its industry-leading first pass acceptance rate, but some claims may slip through the cracks on that first submission to the Clearinghouse. The Claim Rejections gadget provides a direct window into your most frequent recent rejections and allows billers to hone-in on the rejections that are still waiting to be fixed. Using this gadget in conjunction with Claim Tracking will ensure no rejection ever gets overlooked.

Drill Through: This report includes a direct connection to Claim Tracking.


Limitations

  • Only reports clearinghouse rejections. Does NOT include payer rejections. 


Claims Billed Gadget

Best used to: Track trends and consistency in the amount and number of claims billed over a period of time.

Designed for: Administrators

Filters: Last 7 Days, Last 30 Days, Last 90 Days, Last 12 Months

Drill Down: Includes ability to drill down by a specific date when viewing results for the Last 90 Days or Last 12 Months.

Details: How does your current billing volume compare to where your business was a year ago? A month ago? The Claims Billed gadget monitors claim volume and billing consistency on a daily, weekly, and monthly basis, allowing administrators to understand and deal with potential enterprise-level volume problems further downstream in the billing cycle.

Drill Through: This report includes direct connections to the Claims Billed Report and Claim Tracking.


Limitations

  • Does not include claims billed within a processing mode of TEST. 

Claims Entered Gadget

Best used to: Understand how much was billed and paid on average over the last 12 months.

Designed for: Administrators

Static Filters: Displays results for claims entered within the last 12 months.

Drill Down: Includes ability to drill down claims entered within a specific month.

Details: How does today’s average claim compare to a year ago? Is your claim amount to payment ratio increasing? These business critical questions can be explored through the Claims Entered gadget, which shows average claim/payment ratios compared with claim volume over the last 12 months.

Drill Through: This report has a direct connection to the Claims Entered Report.


Limitations

  • Does not include Deleted or Incomplete claims.

Insurance Payments & Adjustments Gadget

Best used to: Understand how insurance payments and adjustments compare to one another on a daily and weekly basis.

Designed for: Administrators

Filters: Received or Entered Date; Last 7 Days, Last 30 Days, Last 90 Days

Drill Down: Includes ability to drill down by a specific date when viewing results within the Last 90 Days.

Details: Understanding the trends and ratio between your insurance payments and adjustments is crucial when gauging how effectively your office is billing. The Insurance Payments & Adjustments gadget provides an overview of how much is being paid versus adjusted on a daily and weekly basis, allowing for easy assessment of your current billing goals and strategic insight behind the planning of new goals.

Drill Through: This report includes a direct connection to the Daily/Monthly Insurance Payments/Adjustments report.


Limitations

  • Results only include payments that have been posted/saved. Unapplied ERAs are not included in this report. 

Interface Errors Gadget

Best used to: Monitor and resolve interface errors as they happen in real-time.

Designed for: Front Office

Filters: Yesterday, Last 7 Days

Drill Down: Includes ability to drill down interface errors by a specific date, and customers, if multiple exist.

Details: An optimized workflow between your favorite EHR and CollaborateMD relies on fast and efficient resolution of errors that may occur. A backlog of unfixed interface errors can have a serious impact on the life cycle of claims, which is why the Interface Errors gadget keeps you informed in real-time of errors that have come across.

Drill Through: This report includes a direct connection to Interface Tracking.


Limitations

  • Only applicable for accounts that have an active interface which sends messages to CollaborateMD. 

Patient Payments & Adjustments Gadget

Best used to: Understand how patient payments and adjustments compare to one another on a daily and weekly basis.

Designed for: Administrators

Filters: Received or Entered Date; Last 7 Days, Last 30 Days, Last 90 Days

Drill Down: Includes ability to drill down by a specific date when viewing results within the Last 90 Days.

Details: Collecting patient balances is an art form in its own right, especially when it comes to ensuring that your office is collecting more than is being written off or adjusted in other ways. By using the Patient Payments & Adjustments gadget, your office can easily see what has been collected from patients on a daily and weekly basis compared with how much has been adjusted or written off. Used with the Daily/Monthly report of the same name, this gadget can be your main tool for managing trends in your patient collection consistency.

Drill Through: This report includes a direct connection to the Daily/Monthly Patient Payments/Adjustments report.


Limitations

  • Results only include payments that have been posted/saved.

Patient Statements Gadget

Best used to: Track trends and consistency in the amount and number of patient statements sent over a period of time.

Designed for: Administrators

Filters: Last 7 Days, Last 90 Days, Last 12 Months

Drill Down: Includes ability to drill down by a specific date when reviewing result within the Last 90 Days and the Last 12 Months.

Details: When it comes to collecting on patient balances, steady and persistent statement billing is key. The Patient Statements gadget allows easy tracking of statements billed on a daily, weekly, and monthly basis, resulting in quick analysis of statement trends and effective planning for where your statement volume will be in the near future.

Drill Through: This report includes a direct link to the Statements Printed in a Date Range report.


Limitations

  • This report includes Automated, Plain Text User Print, and Enhanced User Print statements.

  • Results will not necessary match information displayed in Statement Tracking, as Plain Text User Print statements are not reflected in Statement Tracking results. 

Patients Added Gadget

Best used to: Track daily and weekly trends in the number of patients entered into CollaborateMD.

Designed for: Administrators

Filters: Last 7 Days, Last 30 Days, Last 90 Days

Drill Down: Includes ability to drill down the number of patients added within a week when viewing results within the Last 90 Days.

Details: New patients are essential to the growth and prosperity of a practice. Is your frequency of new patient visits trending upward or downward? The Patients Added gadget will help to track these trends and provide daily and weekly summaries of patients added into CollaborateMD.

Drill Through: This report includes a direct connection to the Patient Listing report.


Limitations

  • Does not include patients marked as inactive. 

Payer Mix Gadget

Best used to: Understand what types of payers are having the largest impact on your business.

Designed for: Administrators

Filters: Last 7 Days, Last 30 Days, Last 90 Days

Drill Down: N/A

Details: Depending on its specialty, your practice may depend on certain payers more than others and, often times, variations in payer types means variations in expectations. These expectations can be strategically managed by utilizing the Payer Mix gadget, which shows the top payer types that claims have been created for recently, allowing your office to properly position expectations for when those claims are adjudicated.

Drill Through: This report includes a direct connection to the Daily/Monthly Charges and Debits report.


Limitations:

  • Only considers the primary payer on charges. 

Payments Received Gadget

Best used to: Track daily and weekly trends in the amount of payments received from patients and insurance.

Designed for: Administrators

Filters: Received or Entered Date; Last 7 Days, Last 30 Days, Last 90 Days; All payments, Only insurance payments, Only patient payments

Drill Down: Includes ability to drill down by a specific date when viewing payments received in the Last 90 Days.

Details: The Payments Received gadget provides the ultimate overview of payments received from both patients and insurance. This gadget provides full visibility into your business’ gross revenue on a daily and weekly basis, allowing for analysis of trends and projection of future revenue.

Drill Through: This report includes direct connections to the Daily Deposit Report, Daily/Monthly Insurance Payments/Adjustments report, and the Daily/Monthly Patient Payments/Adjustments report and the Payment Tracking area of the Control section.


Limitations

  • Only shows payments that have been posted/saved. If ERAs are unapplied, these payments are not included in this gadget or the corresponding reports. 

Payment Plan Balance Gadget

Best used to: Monitor overdue and upcoming balances due on patient payment plans.

Designed for: Collections

Filters: By Age, By Week, By Month

Drill Down: N/A

Details: Is your office staying vigilant when it comes to collecting balances on patient payment plans? Maximize your planned patient payments by utilizing the Payment Plan Balances gadget, which provides an overview of overdue and upcoming payment plan balances that should be collected.

Drill Through: This report includes a direct connection to the Payment Plan Balances report.


Limitations

  • Only considers active payment plan balances.

Procedure Frequency Gadget

Best used to: Understand which procedures are bringing the largest return on investment.

Designed for: Administrators

Filters: Last 30 Days, Last 90 Days, Last 12 Months; By Charge Amount, Charge Count, or % Paid

Drill Down: N/A

Details: Determining an office’s return on investment for procedures performed is crucial to the success and stability of a practice. Which procedures are getting paid the most? Which are being performed more frequently? The Procedure Frequency gadget provides insight into your office's most frequent procedures and how much is actually being paid on them.

Drill Through: This report includes a direct connection to the Procedures Done in a Date Range report.


Limitations

  • When viewing results for Charge Amount and Charge Count deleted charges are not included.

  • When viewing results for the Percentage Paid, only posted/saved payments are included in the results. Unapplied ERAs are not included in this report.


Refunds & Reversals Gadget

Best used to: Track how refunds and reversals are impacting your net revenue on a daily and weekly basis.

Designed for: Administrators

Filters: Received or Entered Date; Last 7 Days, Last 30 Days, Last 90 Days; View Options: Refunds & Reversals, Only Refunds, Only Reversals

Drill Down: Includes ability to drill down to amount within a specific date when viewing results for the Last 90 Days.

Details: If not closely monitored and accounted for, refunds and reversals can have a serious impact on your business’ net revenue, especially if gone unnoticed. The Refunds & Reversals gadget helps to keep you fully aware of all recent negative impacts to your revenue, preventing any surprises while closing your books.

Drill Through: This report includes a direct connection to the Refund/Reversal report.


Limitations

  • Only includes refunds and reversals that have been posted/saved. Unapplied ERAs that include refunds/reversals are not reflected in this report. 

Scheduled Appointments Gadget

Best used to: See a weekly overview of upcoming appointments, broken down by status.

Designed for: Front Office

Filters: This & Next Week, Next 30 Days, This Month

Drill Down: Regardless of the filter selection, users can always drill down into a specific week to see the day by day breakdown of the scheduled appointments.

Details: Is your office scheduling more follow-ups than initial encounters? Have you hit your maximum capacity of appointments over the next couple of weeks? These questions are answered by utilizing the Scheduled Appointments gadget, which shows you a breakdown of appointments over the next few weeks by status, allowing your office to plan its schedule effectively and strategically.

Drill Through: This report includes a direct connection to the Scheduler section.


Limitations

  • Does not include inactive appointment statuses.

  • Does not include the appointment status of Deleted.

  • This report does not include the option to hover over the date to see specifically how many appointments have been scheduled or confirmed.