Financial Report Features

Accounts Receivable

The Accounts Receivable report displays a list of all patients with either a positive or negative balance due as of this moment in time. This report not only displays balances but also aging, along with the date of the last payment. With this report, it’s easy to find delinquent accounts. As part of your financial due diligence, this report should be used on a weekly basis. The Accounts Receivable Report requires a password.

You can move columns by placing the mouse pointer on the column heading. The mouse becomes a hand. Drag the column to the location that you find easier to focus on.

You can sort the column in  ascending or descending order by clicking on the column header. The arrow indicates which order you are viewing. This report is “hot clickable,” which means that you can double-click on a patient name and the Patient Information window will open. This way, you can look to see if there is a reason why a patient is behind on their payments.

As with most Tops reports, you can select a different date and run the report for a specific office or doctor.

Any inconsistencies should send you to the Financial Day Sheet for verification. (e.g., voided transactions)

1. From the menu bar, click Reports.
2. From the list, click Accounts Receivable.
3. Sort by the column of your choice.
4. Arrange the columns to your satisfaction.

Income Analysis

The Income Analysis Report displays the accounts receivable for a specific date range. The Start Day takes into account what happened right after midnight, and the End Day takes into account right before midnight of the dates you select. This report displays the information in columns by Patient, Insurance and Futures. The Income Analysis Report requires a password.

This report displays all Charges and Payment, along with Positive and Negative Adjustments.

Any inconsistencies should send you to the Transaction/Audit Trail for the same date range for verification.

1. From the menu bar, click Reports.
2. Fom the list, click Income Analysis from the list.
3. Enter the Start and End dates that you want displayed.

Note: If you want a different date range, just enter in the correct dates and click the Run Report button to refresh the report.

Example:

You want to see how many contracts started last week. You also want to know what was the patient’s portion of the initial fee charged and what was the insurance’s portion.

1. Open the Transaction/Audit Trail and the Income Analysis Report for the desired time frame. 
2. Click the Charges button on the Transaction/Audit Trail.
3. Sort the Transaction/Audit Trail by the Type column.
4. Drag to select all of the Initial Fees. The total is at the bottom that will match your Income Analysis Report.

The Initial Fee line item for the Insurance total column is calculated from the Contract Worksheet. It is the difference between the Initial Fee amount on the left side of the worksheet from the initial fee amount on the right side (patient co-pay). See next page for an example.

Production and Collections

The Production/Collections Report displays all production and collections for a specific date range. The Start Day takes into account what happened right after midnight, and the End Day takes into account right before midnight of the dates you select. This report displays the information by doctor or by office. The Production/Collections Report requires a password.

1.  From the menu bar, click Reports. 

2. From the list, click Production/Collections.

Production is the total amount produced by the practice for the reporting period. It is anything that causes the patient to owe you money. The detail for this figure can be verified on the Transaction Audit Trail - Production for the same reporting period. 

[+] Contract Adjustment is made within the contract worksheet window that increases the total amount of the contract. The detail for this figure can be verified on the Transaction Audit Trail - [+] Contract Adj for the same reporting period.

[-] Contract Adjustment is made within the contract worksheet window that decreases the total amount of the contract. The detail for this figure can be verified on the Transaction Audit Trail - [-] Contract Adj for the same reporting period.

Net Production is the amount of money the practice expects to receive actual payment for. Tops displays a Net Production column. This Net Production figure is calculated by taking the gross production and adding in the positive contract adjustments and subtracting the negative contract adjustments. The only figure that is not included in this Net Production column is the Negative Account Adjustments.   

Some practices do not want this number to be included in their Net Production figures, so if it is the protocol of your practice to include the negative account adjustments into your Net Production totals, you will need to subtract this figure from the Net Production totals.

Fees are the total amount charged by the practice. The detail for this figure can be verified on the Transaction Audit Trail - Charges for the same reporting period.

Collections are the total amount of payments received by the practice for the reporting period. The detail for this figure can be verified on the Transaction Audit Trail - Payments for the same reporting period.

[+] Adjustments are transactions made through the New Transaction window that indicates that no funds were collected (Returned Check, Refund). The detail for this figure can be verified on the Transaction Audit Trail - [+] Adj for the same reporting period.

[-] Adjustments are transactions made through the New Transaction window that indicate you are not expecting to collect this amount (Sibling Discount, Courtesy Discount). The detail for this figure can be verified on the Transaction Audit Trail - [-] Adj for the same reporting period.

Production and Collection Net Figure Calculations

Here is a breakdown of the above Production/Collections Report for Dr. Eugenio Martins:

Net Production

Net Collections (Payments)

Net Fees (Charges)

Deposits

Since Tops is a paperless system, your deposit slip can be viewed on-line whenever you wish. You can open a specific deposit and Tops will display the details of that deposit. This report displays the total deposit for Direct Deposit, Credit/Debit, Cash, Check, and Insurance. The Deposit Report requires a password.

This report can be used for reconciliation for a time period.

1. From the menu bar, click Reports.
2. From the list, click Deposits.
3. Enter the time period you want to view. 
4. Click Run Report.
5. Click on a specific deposit number and select Open Deposit Group Number.
6. The specific deposit will open, along with any other deposits that were made on the same date. If there are additional deposits, Tops will display the total number of deposits in the upper left corner.
7. Click in the Deposit Number field to display all of the deposits that were made on that day.

Note: If you do the deposits at the end of the day, the bank may not deposit them into the practice’s account until the following day. When reconciling the bank statement with Tops deposits, please keep this in mind, especially on the last day of the month.

Transactions

The Transactions Report shows all transactions that have occurred between a specific timeframe. This report can be viewed by Office, or by Doctor. The transactions displayed will indicate the day they occurred, even if the individual transaction has been voided or had the date changed using the Financial Day Sheet. 

If you see a discrepancy on this report, open the Transaction/Audit Trail and make sure to check the Show Voided box. The Transaction/Audit Trail will show the transactions that have been voided or have had the date changed. 

You can always use the Receipt List to verify which transactions have been voided or have had their date changed by filtering this list. A password is required for all of these reports and lists.

1. From the menu bar, select Reports. 
2. Click Transactions. Enter the date range you would like to view.

Transactions of Type

This report is a subset of the Transactions Report, in which you can select a specific transaction for a specific time period. 

This report is used to verify any transactions amounts such as, Bad Debt Write-off, Refunds, etc. You can also use this report to make sure that a contract has been started. Create one report with the transaction of Set New Contract, open a second report and select the transaction of Initial Fee. With the reports side-by-side, you can make sure the contracts have been charged. This report requires a password to open.

1. From the menu bar, select Reports.
2. Click Transactions of Type This Month. 
3. Enter the transaction type and the date range you would like to view.

This page of information is intended as an instructional guide only, and does not constitute a guarantee of performance. Information in this document is subject to change without notice. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Tops Software.