Claim Status Report (By Service Date)

The Claim Status Report - By Service Date breaks down a claim by showing each service on a separate line, with one line per service line of each claim. This report is highly customizable due to the numerous available data points and the option to customize the included columns.

Generating the Report

Let's review how to create the Claim Status Report (By Service Date)! 

1. Navigate to the Reporting section.
2. Under Billing Reports, select Claim Status Report (By Service Date.)
   
   
3. Update the filters to create criteria the system can use to identify which claims will be included in the report. 
   
4. Select which columns you would like to include or remove from the report.
   • To add columns: Use the checkboxes to select one or more data points on the Available side. They will automatically appear on the Selected side.
   • To remove columns: Uncheck the selected checkbox on the Available side. 
   • To reorder columns: On the Selected side, click on the desired data point and drag and drop the column into the desired position.
      
5. Select Create Report.
   
6. The system will then automatically download the report to your system in a excel format. 

Available Filters and Definitions

• The Date Type instructs the system to look for claims who have a date-type that falls within the selected dated range.
  • Claim Start Date: This will pull claim data based on the earliest date of service listed on the claim. 
  • Claim Closed Date: This will generate claim data based on the date the claim was closed. 
  • Claim First Submitted Date: This will generate claim data based on the day the claim was submitted to the clearinghouse (or marked as submitted.)
  • Claim Follow-Up Date: This generates claim data based on the current follow-up date of a claim. 
  
• The Start Date and End Date establish a timeframe for the system to locate and include qualifying claims.
  
• The Claim State filter allows users to include or omit certain claims based on their current state. The default Claim State is All but can be updated to Closed, Discontinued, Open, or Voided.
  
• The Patient Name Filter allows a user to input the patient's full name to display line items only of claims that patient.
  
• The A/R Classification filter includes or omits claims based on a patient's A/R status.  The default A/R Classification is set to All but can be updated to Insurance (Only), Mixed Insurance/Private Pay, or Private Pay patient.
  
• The Selected Practices filter allows users to filter search results based on the practice that claims were submitted under.
  

Viewing the Report

The Claim Status Report (By Service Date) downloads as an Excel file and produces a table where each row represents a single service date, and each column contains different information about that service date. To view an example of this report, click here.

Available Columns and Definitions

Column	Description
A/R Classification	The A/R Classification chosen on the treatment episode. This can either be Insurance, Private Pay, or Mixed Insurance/Private Pay. Found on Patient > Treatment Episode > Intake > Admit/Discharge.
Additional Patient Responsibility	This is the total amount of PR 45 code amount on the payment(s).
Adjustment Group Code	This displays all group codes for payments made against the claim.
Adjustment Reason Code	This displays all adjustment reason codes for payments made against the claim.
Adjustment Reason Code Amount	This will display all adjustment reason code amounts for payments made against the claim.
Admission Date	The date the patient was admitted for this treatment episode.
Assigned User	This is the user assigned to the claim for follow-up.
Authorization Number	Authorization number of the claim from the respective U/R plan for the dates of service
Authorization Status	The Authorization Status is set on the utilization plan for the claim. This is either Authorized, Denied, Pending, Not Required, or Required - Not Obtained
Behavioral Plan	This is the plan name associated with the Behavioral Payer when a carveout is present.
Benefits Assignment	View the assignment of benefits to determine if the payment needs to be collected directly from the patient. Will display as Facility or Patient based on the value set under Patient > Treatment Episode > Intake > Insurance > Insurance Set > Policy Holder > Benefits Assignment
Billing Account Number	The RCM-assigned Treatment Episode Number. This can be found in Patient > Treatment Episodes.
Charges	The sum of all charges.
Check Number	Number displayed on the payment collection
Claim ID	The RCM-assigned claim number or Legacy claim number
Claim Issues	The most recent issue source and type chosen for the resubmission or correction of the claim
Claim Payer(s)	Name of the payer associated with the payment
Claim Queue	The current Claim Queue associated with a claim. This is part of a customized workflow used in the claim lifecycle. This can be found in Patient > Treatment Episode > Insurance Billing or Patient > Treatment Episode > Insurance Billing > Claim > Workflow.
Claim State	The A/R claim state. This is either Open, Closed, Voided, or Discontinued. Note: Both open and closed claims will show on the report. Open means that the claim is still on the Accounts Receivable (A/R) Report. Closed means that the claim is no longer considered receivable.
Claim Status	The current Claim Status associated with the claim. This is part of a customized workflow used in the claim lifecycle. This can be found in Patient > Treatment Episode > Insurance Billing or Patient > Treatment Episode > Insurance Billing > Claim > Workflow.
Claim Type	Institutional or Professional.
Closed Date	The date the claim was closed.
Co-Insurance	Amount associated with a PR 2 in the claim payment.
Co-Pay	Amount associated with a PR 3 in the claim payment.
Covered	Calculated as the sum of the (Deductible + Co-Insurance + Co-Pay + Paid to Facility + Paid to Patient).
Date of Birth	The patient's birthdate is displayed in their profile.
Date(s) Paid	This is the payment date listed on the payment collection.
Date Treatment Recorded	Date that the service was added to the attendance calendar.
Date Treatment Submitted to Billing	Date that the service was submitted for billing from the attendance calendar for claim creation.
Dates(s) Payments(s) Deposited	Deposit Date entered on the payment collection. This field will only display when the deposit date is manually entered.
Date(s) Payment(s) Posted	Post Date listed on the payment collection.
Days Outstanding	Number of days since the claim was submitted from the RCM.
Days to Close	Number of days the claim was open before being closed.
Deductible	Amount associated with PR 1 in the claim payment.
Difference Covered vs. Expected	Calculated as the Expected Amount minus the Covered Amount. Expected Amount is entered per unit of service in the Payer's profile under Practice Admin. The expected rate defaults to the charged amount if Payer Rates have not been set in Practice Admin > Payers.
Discharge Date	Date listed as the discharged date for the patient's Treatment Episode under which the claim was billed
Expected Amount	This is the amount that the provider can anticipate being covered by the payer. This number is determined by what has been entered under Payer Rates in the Practice. If there are no payer rates set for this payer and service, then this number will default to the total billed charges of the claim. This field was previously called Amt Allowed Expected. This is calculated as Expected Unit Rate x Number of Units.  When no payer rate is entered, then it is calculated as the (Facility Service Rate x Number of Units).  When a Service Rate is entered at the Patient Level (ex. single case agreement), the Expected Amount will be reported as the amount entered for the patient's service rate. In other words, the patient's service rate will override the payer profile and facility rates in the report.
Expected vs. Paid	This column shows the difference between what was expected and what the insurance company paid—calculated as the Expected Amount - Paid to Facility amount.
Facility	Name of the facility under which the claim was billed.
First Submitted Date	Date the first version of the claim instance was submitted to the clearinghouse for processing.
Follow-Up Date	Follow-up date of the claim.
Group Number	The Group Number of the patient's insurance policy.
Has Single-Case Agreement	Whether the patient has a per-service case agreement entered. This can be found under Patient > Treatment Episode > Scheduling and Utilization > Services Rates.
HCPCS Code	Procedure code billed on the claim, if any.
Home Plan Payer	Payer listed in the Home Plan carve-out of the patient's insurance set.
Insurance Balance	Calculation of the (ChargeAmount - PaidToFacilityAmount - Deductible - CoInsurance - All Adjustments except OA and CO-45).
Last Action Date	Date the most recent action was taken on a claim.
Medical Plan	This is the plan's name associated with the Medical Payer when a carveout is present.
Medical Record Number	The patient's Medical Record Number (associated with the Kipu EMR for integrated clients).
Most Recent Submitted Date	This is the last time the claim was submitted/resubmitted to the payer.
Network Type	Displays as In-Network if a payer rate was applied for this service or Out-of-Network if no payer rate is present for the service.
Original Claim Source	This will display AveaOffice if the claim originated from the RCM or Legacy if the claim was imported from a previous system.
Paid Amounts	Sum of Paid to Facility + Interest + Paid to Patient amounts.
Paid to Facility	Amount paid to the facility as listed on the payment.
Paid to Patient	Amount paid to the patient as adjusted by code PR or OA 100 on the payment.
Patient Balance	Calculated for Closed claims as the sum of (Paid-to-Patient + Deductible + Co-Insurance + Co-Pay + Additional Patient Responsibility + any other PR reason code).
Patient ID	Internal ID number entered for the patient's profile.
Patient Name	The name of the patient.
Patient Share	Calculated for Open claims with a posted payment, as the sum of (Paid-to-Patient + Deductible + Co-Insurance + Co-Pay + Additional Patient Responsibility).
Payment Source	The payment source entered on the payment collection/check. This can either be Electronic, Paper, Payer Portal, Payer Representative, Client Data Import, or Manual.
Payment Type	The Payment Type is either ACH, Check, Insurance Credit Card, Non-Payment, or Reversal.
Practice	Name of the Practice under which the claim was billed
Primary Payer	Name of the primary payer to which the claim was submitted
Primary Payer Claim ICN	Internal Control Number assigned to the claim or payment by the primary payer
Procedure Code	This is the HCPCS or CPT used when billing the claim.
Referral Source	This is how the patient was referred to the organization.
Rendering Provider	The attending physician is listed on the claim.
Revenue Code	Revenue code associated with the service as it was submitted on the claim.
Service	The name of the service billed.
Service Billing Profile	Service billing profile used to generate the claim.
Service Date	The date of the service.
Single Case Agreement ($)	If a Single Case Agreement is present for the claim, the unit rate will be displayed; otherwise, this field will be blank.
Subscriber ID	Subscriber's member ID number as submitted on the claim. This can be found under Patient > Treatment Episode > Intake > Insurance > Payer Name > Policy Holder.
Total Balance	Sum of the Insurance Balance + Patient Balance columns.
Units	Total number of units of a service submitted on the claim.

• Claim Status Report (By Service Date) - Avea Solutions QA Org - 2024-03-01 - 2024-05-24- Demo.xlsx 20 KB