Getting Started with TheraOffice Reporting

March 27, 2018

Hosted By:

Eric Reitz

Hey guys, we’re going to go ahead and start. I want to welcome you to our TheraOffice reporting webinar and I want to go ahead and introduce to you Allison Winer. She’s one of our account managers. And then Eric Reese. He’s in our Professional Services Department.  Hey everyone. My name is Alison minor and I’m an account manager here at TheraOffice.

I just want to thank everyone for taking the time to join us today. We’re going to start by talking about how to navigate report viewer. And what the new layout looks like and Eric will be going over understanding reports and the custom report process. In addition. We will also be highlighting five reports throughout the webinar that we recommend using these five reports are also most commonly the most commonly used reports amongst our users as well.

So we’ll go ahead and get started. So in order to access our report modules, we’re going to log into TheraOffice and with our DOT nine version. There’s only going to be one log and right now. I’m going to go ahead and put my password in.  And

then choose my facility. So once you log into TheraOffice, it’ll hold our Clinic Navigator screen and up to the left. Is our reporting icon. So if you click on the icon, you’re going to notice that there’s report viewer and Enterprise Manager. So Enterprise Manager is most commonly used with Clinic owners and office managers.

It’s going to give you a more skilled back view of the clinic and track your overall health in Pro activity report viewer is going to handle more grandmother situations and day-to-day operation. So this is going to be more used by your providers in your. Support staff for our purposes today. We’re going to be mainly dealing in report viewer.

So I’ll go ahead and open that up for us.  So one of the features that I would like to point out that’s new to this version of report viewer. Is your favorite box up here. So if you have reports that you like to use all the time you now have the option to start them as your favorite. So you’ll have easy access to them in order to start report.

It’s very easy. All you have to do is highlight a report. But you would like to add to your favorites and click this add to favorites button up at the top. Please note that adding report to your favorites list will not remove it from your report Library. If you would like to remove a report from your favorite list, it’s just as simple as adding it.

All you have to do is simply highlight the report and click the remove from from favorite button up at the top. The next section we’re going to take a look at is called our report Library. So this is going to be a listing of all of our standard reports that are offered in TheraOffice.  We group our reports together using common features and data that they are pulling and if you’re unsure about.

What type of report you want to pull go ahead and take a look at the bold lettering in the title, and that will give you a clue as to what category the reports in so there’s a couple of categories that I’m going to talk about. The first is our category 1 year Dynamic reports. So we group these reports together based on getting a great overview of.

A one year time span. So if you’re looking to run a report for a year time span, those are most likely going to be grouped in that one year Dynamic report section. The other section I’m going to talk about is our scheduling section. So underneath the scheduling section, you’re going to find a list of reports that show all of our appointments everything really do appointments and appointment types.

So the first. Report that I’m going to highlight today. It’s on our schedule activity report. But before I pull that report up, I’d like to show you a couple of different ways that you can search for the report. So the first way to search for reports is by scrolling in your report Library. So you can scroll and then if you’d like to run a report, you can highlight it and that will select it for you.

The second way to search for report is to use the search bar up in the middle of the left-hand part of the screen so you can type in a keyword that you’re looking for for this example. I’m going to use the word schedule. And then I’m going to type enter. So if you type in a word and press enter this is going to bring up every report that has that word in the title.

So you’ll be able to narrow it down. If you would like to narrow it down even more you can put a couple key words in quotations.

And press enter and that will bring up the exact report that you’re looking for.  For once again, if you would like to add your reports to favorite go ahead and highlight it and click add to favorites at the top still be able to access it even faster.  So now I’m going to go through generating reports.

So we’re going to generate the schedule activity report. But first we have to enter our input criteria. I’m going to click on facility. You have the option to run your report for one facility or multiple, depending on how many you have at your clinic. If you would like to run them all you can click this checkbox at the top and that will select all of your facilities if you would like to only select one.

When you can check market and press, okay.  The next filter criteria we’re going to look at is the appointment date. So this is just the time span that we’re going to want to run the report for for this report. I’m going to run it March 1st through today. And then the last box is our resource box.

So this is a list of all of your resources. And if their check mark, that means that they are going to appear on the report. If you would like to remove resources from the report, you can simply uncheck the box and they will not show up on the report. Once you’ve selected your resource, press OK and now it’s time to generate the report.

So in order to generate the report, all you have to do is click this green circle at the top left-hand part of the screen. Alright, so now you can see our schedule activity report has generated. So this report is a good at a glance view of your scheduled activity as you can see it’s Group by resources and it shows you the listing of a poinsettia siso to be seeing checked in rescheduled and it will also show you your percentages as well.

So percentage to be seen in checked in. So once again, it’s. Tracks the trends from the previous week for you. So you can take a look at you know, how many to be seen and rescheduled appointments. There are.  the second report that I’d like to feature is called our visit detail report.  So I’m going to go ahead and search for it in the search bar.

Just typing the word visit.  When I found it down here, so I’m going to highlight it. And one thing I’d like to mention as well is we have a new preview screen for report. So if you are unsure how the report might generate or with the columns might look like you can click on the report and it will give you a little preview.

For this report. I’m going to generate it. I’m going to choose my facility.  And this report happens to be patients with specific. So I’m going to go ahead and choose a patient. And then also choose the case that I would like to report to pull from Once I have my filter criteria put in. I’m going to go ahead and press that generate button.

And it’s going to pull my visit detail report. So the visit detail it’s a collection of all the visits in the cases and it gives you a clear view of all the charges that are tied to those visits as well as any co-pays and coinsurance is that are due this support is also a useful handout for patients who want to see their overall statuses of their account and it’s also popular for patients who are filing for workers compensation.

Or if you’re needing to find documentation of visits to an attorney, so it’s a great overall report just to see you know, how much has been paid and oh towards the visit. So this is going to conclude our section of navigating report viewers, and now Eric is going to talk about understanding reports as well as our custom reports.

Hey everyone, this is Eric. Again. Thank you guys for dropping in good morning or afternoon for whatever you’re calling from. And yeah, so we’re going to get right into this next section understanding reports and this is kind of. A broad topic that’s going to give you a little bit more information of what to look for when you’re trying to run a report common misconceptions.

When may be comparing reports just a little ins and outs that it’s helpful to know when you’re first starting to use the report viewer. So first thing I want to do is I want to highlight the. A feature that some people don’t seem to always notice. It’s our report descriptions and that’s going to be showed in the right in the middle of the screen.

So for example, the visit detail report here in this report info box is going to show you a pretty simple description of what the report does. This would be a good place to start if you’re not sure what a report is actually doing it gives you good details in regards to. What type of columns and more specifically what type of method that it’s grabbing this information from this is kind of important to keep in mind because there are several reports that may look like they’re pulling the same information because they say payments or they say visits but they could be pulling from different locations in the software.

For example payments could be listed from payment date. Or they could be from entry day or they could be listening from visit dates where the payments were applied. So this is a good first place to look.  The second thing that I would just doing when you’re looking at these reports to see how they’re working is actually to go back and look at that filter criteria at the top.

So I’m going to pull up the next report that we’re highlighting today to give you kind of a better example of what I’m talking about in regards to. The MBA criteria and how its kind of important in keeping in mind when you’re running report. So this report is actually to slightly two different reports the collected payments by payment date detail report or the collective payments by entry date detail report.

These are both really good reports to run. If you’re trying to just see all the payments that have been entered into your system for either payment date range or an entry date range or entry date date range. They don’t. Hide anything it’s not based on it the replied or unapplied. It’s literally if they’ve been entered into the system, which is why it’s kind of useful.

Maybe you’re trying to do a little bit of auditing based on you know, what’s going into the bank account versus what you put into TheraOffice. So as I mentioned just a couple seconds ago. I was talking about the infographic area as you can see in this one it less the payment date and the facility the payment date range works like any other date range.

And what I’m trying to point out here is in the entry date one, you know, it’s going to say entry date. The reason why I want to bring up these two particular reports is that if you run out for the same date range, it doesn’t necessarily mean you’re going to get the same data. This is a misconception that comes up sometimes where you know, someone calls in and they ask you.

Hey Eric, I ran this report for all of March and I ran this other one for all of March and they’re not adding up and I just don’t understand why well, the reason is because it’s looking at two different dates. The payment date is the date that you put into the system saying this is when this check came into from the insurance to our bank, but it doesn’t necessarily mean that was the same day that you actually entered into system.

It could have been a week later or likely it probably is not going to be the exact same day. So you could run both these reports for the same week and the numbers aren’t going to look the same. So that’s kind of why I wanted to bring this up just so that you guys are kind of aware when you’re in these situations to take a look at this first to make sure you’re you’re noticing that this is running slightly different.

And so now I’m just going to run the report really quick again. We’re just going to do all of March. And so both of these reports are going to have the exact same layout again. The only difference is based on the either at the entry date or the payment date. So you’ll see it different in the titles and you’ll see in the upper right corner of saying what date range that it worked with and so both of these are going to list.

Like I said all the payments that were entered into your system for the range that you entered and it’s also going to be really nice and group them by the location that they were entered in. As well as giving you totals in the different types, so you can see all the insurance checks that came in all the payments from patients credit card stuff like that.

And then yeah at the end you’re going to see a grand total for all facilities as well.  All right, and so now we’re going to move on to another. Very useful report that I wanted to highlight and actually this is going to require us to jump into the Enterprise Manager. So I’m just going to go back to the clinic Navigator.

And again, this is another example of. 9 and action all of our modules are now together and one location and for reporting you will click this button and then you can choose which one you want to go into one quick thing. I want to mention about the Enterprise Manager before I start running. As Allison had brought up in the past.

This module is based on looking at a more scaled back view of your clinic. Now, it was also designed for a purpose for on-site customers here that would allow you to run it against multiple databases now for some on-site customers. I’ve worked with in the past. There’s been situations when they first originally set up TheraOffice, but they had several Connections in the system a default one that was added when it was first installed.

And then the actual connection settings that point to their database their real one. If you have both of these Connections in the system that’s going to be a problem because when you run these reports, they’re not going to work right or possibly not at all if that other connection isn’t pointing to anything especially if it’s a default.

So the easiest way to do it is I would suggest just removing the connection, but if you don’t want to do that, you can always just check off the connection to the database that you want to run for it. So now on to that other big report, I wanted to bring up a little bit earlier. This is going to be the rendering provider productivity summary.

Now this report. I want to specifically highlight for actually quite a few reasons first. It’s just a really great report in regards to tracking productivity for providers or if your clinic as a whole. It has a lot of details gives you a good range of looking at scheduling information charges payments averages four units for payments coming in all a lot of powerful tools here.

So before I run this there was one other thing I wanted to mention that this is another input criteria thing that I wanted to bring up just because this is again based on feedback that I’ve received when I’m working with other customers about questions about reports. It involves this particular input criteria option excluded cpt’s this excluded CPT list is doing exactly what it sounds like everything you check off as being excluded.

Now what tends to happen sometimes when you’re using the report your Enterprise Manager a lot is you kind of go into this auto mode of. You know, you want to see all facilities. So you just do the check box and click the check the top check box really fast because you just want to run through it and you might not look and notice that you click that for this excluded CPT code.

So what’ll end up happening is when you run the report here, which I’m going to do right now.  If you accidentally did that you’re going to notice some very alarming things really quickly. You’re going to be asking why are my charges all at zero? Why are my payments solo what what’s with the units and the reason is because of accidentally clicking that check all box for the exclusivity codes.

You don’t think it’s going to happen, but it happens more often than you think. So if you ever see that happen first thing I would do is before you panic. I was just going ahead and checking off clicking on a different report click back onto the running provider productivity summary and it’s going to reload the default settings for the input criteria and it’s not going to have everything checked off anymore.

So by default this report auto checks off any sort of charge that like G Codes or anything that doesn’t really include any dollar value just because. Typically for productivity purposes you looking to see actual CPT codes that involve charges.  So now I’m actually going to run this report without having everything checked off.

And as you can see now we have some charges. We have some payments have some units in there as well. So all those other columns that looked a little funny before they actually have some values. So in addition to just seeing all of the useful information just by default. One of the things that we wanted to do with some of our reports was add even further transparency passed just a report description.

And that is these new reports called drill down reports. Now what that means exactly is that almost every single one of these columns if you’re curious as to what made up the value that number for example, let’s say Megan here. We wanted to see well. You know, where do these cats would be three cancellations come from?

You know, who are these? I don’t know for sure if I agree with that well with drill Downs if you click on that number three, it’s going to pull up and show you what made up that number that counts. So right here, we have a list of the three patients that were canceled in this date range listening with their appointments are the reason for the cancellation and the other fun thing is that it’s going to show you a description again of what exactly this drilled down section is telling you and if you ever want to not if you’re ever done looking at this particular one to disable a drill down, all you have to do is click the number again at you click on.

And so yeah, it’s drill Downs are very interesting in the fact that you now have even more power to see where everything’s coming from. So this is why we highly recommend using this one not just because of the wealth of information but because you have more control to see where it’s coming from.

All right, so now moving on there’s one more drill down and one final report. We wanted to highlight today.  And it’s going to be located back in the report viewer. This one’s called the outstanding AR for current date.  Now I just want to go through this really quick before I run it the outstanding AR for current date is a really powerful report in regards to knowing where all of your AR stands.

I. I highly recommend this report over pretty much any other in regards to tracking your account receivables because this report at the base the heart of the report. It’s going to grab every single visit in your system that has a balance. It doesn’t care where it stands in terms of if it’s patient responsibility and insurance.

Invoice if it has a balance its in this report. The only thing that’s going to stop it for not showing up in this report. If you don’t is if you don’t run it for the date range where that visit was included. So when running this report, I always recommend running it from the start of when you started using TheraOffice for this one this example.

I’m just going to run it for the start of 2017 here.

And so here’s the outstanding are for current date as you can see it groups all of your a are based on either Insurance Groups or like I mentioned before if it’s a patient or invoicing that’s just said has its own group in itself. Now as I mentioned before this is also a drill down. So once again,  You have the ability to click in.

To the insurance group and it expands on the list of every single insurance. So every payer for that insurance group is going to be listed. They’re breaking down what their individual stats are for aging and you can click in a bit further. It’s going to expand down to eat patient. And another thing I like about this.

Is it highlights the ones that are farthest outstanding and then if you want to take it even a step farther, you can click on the actual patient name and it’s going to break it down individually by Page by actual visit date. And again, I really like this report just because it gives you a lot of power to see where things are coming from and it actually is going to give you a good idea of what you should be attacking first.

I mean maybe for example, this one isn’t going to this database is not used as often, but I would imagine after 400 Days you probably need to check in on that one. So one other detail one to bring up about this report in particular. Is that you might have noticed at the top of the screen by the title?

There’s a green question mark icon. So this icon is another feature that we’ve added to several reports specifically drill Downs to again add increased transparency of what this report is doing. So if you click on it, it’s going to expand this additional report help section. This is going to go even further detail than what the existing report description already showed you giving you even more information as to how this reports running as also giving you a column breakdown of the definition of each of these columns.

Now, you’re not going to find this in every report. This is something we’re adding in every now and then to drill down through other complex reports that may seem a little overwhelming at first. But if you do see it, I highly recommend clicking on it just to give a little bit more background and full understanding of what you’re running.

Alright, so this is going to conclude that understanding report section and it’s also going to include all of the reports that we’re going to highlight but there’s one more section. I wanted to go over right now and that involves custom reports. So. Cuz what we do at TheraOffice, we offer you the ability to request customizations.

Now these customizations they range in cost and time based on how long it’s going to take to build them. So for example, if if you need to remove a couple things from a report that you don’t want to see some columns that don’t matter to you, you know that takes 2 seconds hit the delete button typically so that’s not going to cost you a penny but.

If you want a brand new report that drills down six levels that could take three hours. So it’s always good to keep in mind that if you’re going to look for customizations, just think about the amount of time it’s going to take because that will increase the potential charge and it’s also going to increase the potential amount of time.

You’re going to need to wait that being said you might wonder what can we customize in a report? Well, the good news is anything you enter into TheraOffice. We pretty much have the ability to pull out into a report. So as long as it’s something that’s in the system. We have the ability to put it in a report in some fashion.

Now, I can’t guarantee that every potential calculation and idea that you may come up with is something we can handle but we will definitely give it a shot. Another thing. I wanted to mention about customizations is where you can actually get the form. So when you’re in the report viewer or in the Enterprise Manager, you’re going to see this button towards the upper top says custom reports.

Click on that here. What you’re going to get is a link that goes and shows you our Professional Services section of our website and down listed at the below is going to be every single potential customization form. So as you can see not only do we do customizations on reports. But we also do them in various other pieces of software such as alerts vitals documentation and so forth.

This is where you get a so then if you want to go ahead and actually perform S4 get a customization going here. I’ve just click on here. Again. This section first page is just going over kind of the basic details. I’ve already mentioned in terms of talking about time and potential costs. And also what kind of options we have what we can do.

But the thing I wanted to bring up here still walk through of the form itself because you might be asking how do I know? What should I put in this request form? I actually get that a lot or some sometimes I get the I don’t know what I should be putting in here. Well. The first thing I would recommend doing is if this is a customization on a report that already exists, I would write in the request when you put a report title down with this is an existing report.

Is it a standard report or customization? If it’s already custom report that you’re adding additional tweaks to it’s also important to let us know that that way we don’t accidentally create a new version of the standard report that doesn’t include some previous customizations that you’ve asked for.

Another thing to keep in mind is the report explanation. You don’t have to go in and same detail unless you unless you know, it’s going to be a very complex report. The report explanation should be more saved for kind of just the full scale back description of what you’re looking for. Is this a report that you’re looking for a listing of payments.

Is this a report that’s listing productivity for providers based on appointments or based on charges. Just the just getting that that core concept of what you really are trying to achieve is usually what you want to put here on the next page of this request form is where you get into more of the nitty-gritty details and this would involve the type of filter input options that you want.

So do you want to be able to have a date range to narrow down your results or do you want to be able to choose specific patient? So you want to have the option to be able to just type in someone’s name and only have them listed. This is where you going to put that information and finally the last bit here at the bottom report sample.

If you don’t think you have enough room there, you know, feel free to add an additional page on your own, you know, you can use Excel I recommend that that’s a good one to have good formatting for however, of course usually look but this is basically just giving us an idea of what type of columns you want to include in the report.

You know, you may say you want a list of payments, but do you also want the. The location of where the payment was entered at you want the payment ID. Do you want the full amount of the payment or the amount that has been applied out to particular business for a patient, you know, all these things are going to be important and the more information you give us the quicker we can build a proposal and get it out to you versus having to have several more conversations to get that information.

So if you already know it ahead of time, you know just listed out now and they will definitely make things a bit smoother. When we’re getting to the processing the request and so that leads into this final topic. I want to discuss which is just simply the life of a customization how it works. So after you filled out a custom report request.

You will then send it out to us. You can either do that through fax or if you actually already have an email of the support or a particular account manager or myself even send it. If you can send it to straight back to us. It’s a lot easier to send us this through email. Then it would be through fax just because if there is a failure in a fax, unfortunately, there’s not a way for us to know ourselves and.

If you don’t tell us that you sent in a request, it’s we don’t know what happened to it. And we apologize and that delay, but if you can just follow up with us either through sending an email saying I sent this fax your requests. Did you guys receive it or just sending it directly in the email that ensures that there’s there’s some more eyes looking for and we can make sure that it arrived here.

So once you send it out to us, it’s going to go to the professional service department, which I work in here. What we do is we then review the requests and after we do the review the request we go ahead and either build the proposal or we contact you for further details if we need any information.

So once that’s done we send out the proposal back to you and it gives you a listing of what we believe or what you’re looking for. So it’s a very it’s a detailed description of what the report is and it also includes any sort of estimated. So if you look over it, and that’s another important thing is make sure that the description matches what you’re looking for if there seems to be anything that seems off contact us first and that way we can go ahead and go through any of the details that seem a little bit confused.

So after that point you’re good with that you would sign it send it back to us. As soon as we receive the request with the filled out payment information as well. Then we move that straight to the introduction Q This is a first-come first-serve basis. So the amount of time it’s going to take to get completed is really based on how many reports are currently listed in there.

If there’s you know, three or four it might take a couple days if there’s you know, if it’s a crazy time in a whole bunch of people are submitting things and we have 40 then it might take a couple weeks. So that’s something to keep in mind. And other than that wants to get the. Sign report and it’s in production.

What we will then end up doing is work on the report finish it contact you deliver it make sure that it’s working the way that you wanted. And as long as everything’s good at that point. Do you have your report and we process the charge and yeah, that’s that’s about it for the customizations section of this webinar, and now we’re concluding and we’re going to just hand this off back to Alexis here.

Thanks guys so much for all that information. What we’re going to go ahead and do is we’re going to open up the session for some questions. So you’ll notice at the bottom of your screen if you had any questions or you want some answers go ahead and submit and we will share some of the questions that we get.

So we do have a couple questions. I’m going to go ahead and have Allison answer first one. Alright, so the first question was how to tell if we report was a drill down or if there’s a way to see all the drones at once. So all of the drill-down reports will be listed under the category drill down report.

So any report that you need that is a drill-down will be in that section for you. Alright, so the next question we got was about 2.9 update and when it’s going to happen and if you should have it so currently we have rolled out the dot men update for on-site customers. What’s really nice about this update is that you have the option to update all of your computers at once or you can have one person test it in your.

First and then you can decide to go from their update it so it’s not mandatory at you don’t have to do the dotnet update, but we would recommend it. If you’re on site. We are beginning testing with our web version this week. So we’re hoping to have that version out to our web customers pretty soon, but there is not a set date as of now, and if you’re interested in the dominant version, if you’re on site, feel free to give support a call.

They’ll be able to help you install it. And if you are webbing you’re interested in based testing, feel free to let us know too and we can get you set up with that as well.  All right. We have one more final question. We’re going to go ahead and hand that off to Eric to answer for us. Yeah, so it looks like there was a question asking if any of the custom reports of the affected by.

9. No. It’s not going to cause any issues. The only thing that’s really changing for existing reports is that now you can claimant favorite sections if you want or you have the ability to use that preview screen, but note that 9 is not going to negatively affect any of your custom reports and that’s going to wrap us up for today’s webinar.

We hope you found everything that we covered very useful. And if you do have any further questions just like the slide says go ahead and reach out to your account manager. Or the support staff, and we’ll be able to go ahead and help you out further. Thanks and have a wonderful day.

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