Aged Trial Balance Report Instructions

Use the Aged Trial Balance Report to provide up-to-date aged information on accounts receivables either in general financial categories or with each patient's detail.  The report provides detailed tracking of outstanding patient and insurance balances that provides a clear picture of the accounts receivable aged accurately by billing date.  Generally, you will run the ATB as a month-end report or whenever you want to pinpoint certain groups for collection action.  In addition, the ATB report can be used to generate past due letters for patients with the past due accounts.  To do this, select the parameters to pinpoint the patient aging for the letters (for example all patients who are 90 days delinquent) and the Letter Writer format to use for printing the letters.

Tips:

• This report is also known as the ATB Report.

• Aged Trial Balance Report features:

• Accurate aging 365 days a year

• Ability to select the financial categories and aging range

• Print a separate report for each doctor

• Ideal for collection work because you can:

• Report on a select group of patients

• Provide a patient balance breakdown into self-pay and each insurance company

• Provide the patient's phone number

• Print past due letters from this routine

• Produce totals by provider, location or department

• For more information about running reports, see Print View.

• For more information about the buttons on the toolbar, see the Reporting Toolbar.

Directions:

To see directions for...

• Opening the Aged Trial Balance Report, click More.

   

  1.  Click Reports from the Menu Bar.

  2.  Click Operating Reports.

  3.  Click Aged Trial Balance.

   

  Aged Trial Balance Report Window Example:

  

   

• Choosing the report selections, click More.

   

  Aged Trial Balance Report Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Providers	Enter the Provider Codes to report. (up to 4 characters) Tips: To report a single provider, simply enter the provider code. To enter a group of providers, enter the first provider code, followed by a comma (,) and the next provider code.  Continue in this fashion until the list of provider codes is complete. You can not enter a range of providers at this prompt. Or, to search for the appropriate provider code, click Search . Keyboard shortcut:  [CTRL + f].
  Locations	Enter the Location Codes to report. (up to 2 characters) Tips: To enter an individual location, simply enter their location code and press [TAB]. To enter a group of locations, enter the first location code, followed by a comma (,) and the next location code.  Continue in this fashion until the list of location codes is complete. You can not enter a range of locations at this prompt. Or, to search for the appropriate location code, click Search . Keyboard shortcut:  [CTRL + f].
  Departments	Enter the Department Codes to report. (up to 2 characters) Tips: To report a single department, simply enter the department code. To enter a group of departments, enter the first department code, followed by a comma (,) and the next department code.  Continue in this fashion until the list of department codes is complete. You can not enter a range of departments at this prompt. Or, to search for the appropriate department code, click Search . Keyboard shortcut:  [CTRL + f].
  Insurances	Enter the patient Insurances to report. (up to 9 characters) Tips: To enter an individual insurance, simply enter the insurance code and press [TAB]. To enter a group of insurances, enter the first insurance code, followed by a comma (,) and the next insurance code.  Continue in this fashion until the list of insurance codes is complete. You can not enter a range of insurances at this prompt. Or, to search for the appropriate insurance code, click Search . Keyboard shortcut:  [CTRL + f].
  Groups	Enter the Group Codes to report. (up to 4 characters) Tips: To enter an individual group, simply enter their group code and press [TAB]. To enter a group of group codes, enter the first group code, followed by a comma (,) and the next group code.  Continue in this fashion until the list of group codes is complete. You can not enter a range of groups at this prompt. Search is not active for this field.
  ATB Categories	Enter the ATB Categories to report. (up to 4 characters) Tips: To enter an individual ATB Category, simply enter their ATB category code and press [TAB]. To enter a group of ATB Categories, enter the first ATB Category code, followed by a comma (,) and the next ATB category code.  Continue in this fashion until the list of ATB category codes is complete. You can not enter a range of ATB Categories at this prompt. Search is not active for this field.
  Form Types	To select the insurance Form Types to report, click to select the appropriate names listed. Tips: To generate past due letters you will be primarily interested in private balances in which case select insurances for self-pay or private. To quickly select or de-select all Form Types, click Check All .
  Include Private	To include patient private balances on the report, click Yes in the drop-down list. Or, to omit patient private balances on the report, click No in the drop-down list.
  Include Collection	To tickets sent to collections on the report, click Yes in the drop-down list. Or, to omit tickets out to collections, click No in the drop-down list.
  Accept Assignment	To include only patient responsible balances and exclude balances for insurances, set Accept Assignment to No Only. To include only insurance balances and exclude patient balances, set Accept Assignment to Yes Only. To include both patient and insurance balances, set Accept Assignment to Both.
  Balances	To limit the report or letters to individuals who owe over a certain amount, enter the lowest past due balance amount and the highest past due balance amount.  For example, to exclude individuals with balances under $5, enter 5 and 99,999.00.
  Credit Balance Accounts	To include patient accounts with credit balances, click Yes in the drop-down list. To omit patient accounts with credit balances, click No in the drop-down list.
  Zero Balance Accounts	To include patient accounts with zero balances, click Yes in the drop-down list. To omit patient accounts with zero balances, click No in the drop-down list.
  Expected A/R Only	To report expected A/R only, click Yes in the drop-down list. To report all A/R, click No in the drop-down list.
  Weeks Since Last Payment	To limit the patient accounts to ones that have not made a payment in a specific number of weeks, enter the number of weeks. (3.0 numeric) Tip:  Generally, this prompt pertains to collections reporting.  Please leave blank, if you are not reporting collections information.
  Allow Family Balances	To report family balances, click Yes in the drop-down list. Or, to omit family balances, click No in the drop-down list.
  Posted Entries Only	To omit charges and payments that have not been posted, click Yes in the drop-down list. To include all charges and payments, click No in the drop-down list. Tip:  Generally, you will choose Yes if you have not performed the Charge/Payment Post Initialize.
  Age By Service Date	To age by service date, click Yes in the drop-down list. To omit aging by service date, click No in the drop-down list.
  Build Past Due Letter File	To build the past due letter file while generating this report, click Yes in the drop-down list. To omit building the past due letter file, click No in the drop-down list. Note:  For information on printing past due letters, see Batch Letter Writer Instructions.
  Names	To specify the names to print on the report, click a choice. Entry Options: Guar Patient Both
  Report Format	To specify the report format, click a choice in the drop-down list. Entry Options: ATB Category Breakdown Both
  Sort By	To specify the sort criteria for the report, click up to three choices. Sort Options: Provider Location Department Patient # Patient Name Guarantor # Guarantor Name Balance Group # Insurance ATB Ticket #
  Selected Sort Options	Displays the selected sort options for your reference.
  Totals By	To print totals by the sort criteria selected, click to select this box. To omit printing totals, de-select this box. Note:  There are 3 totals available.  Totals are based on sort criteria selected.  For example, if you select to sort by providers, insurances and , the totals will reflect that.
  Print Totals Only	To print only totals on the report, click Yes in the drop-down list. To include details as well as totals on the report, click No in the drop-down list.
  Age Levels	Enter the aging days to report. (i.e. 0-30, 31-60, 61-90, etc.)
  	Displays the default printer number.  For more information, see Printing Options.
  	To run the routine, click Print or press [ENTER]. Keyboard shortcut:  [ALT + p]
  	To escape from the routine: Click Cancel. Keyboard shortcut:  [ALT + c] Or, click Close .
  Build Letter File Steps If Build Letter File was selected, the following window displays after Print is selected:
  Type	Select Build Letter File to create the Past Due letters.   Or, select Both to build the past due letter file and the ATB report. Tip:  The ATB will provide management with a summary of the patients to receive a letter along with their balance information.
  Group By Family	To group patients by family, click Yes.  Otherwise, click No.
  Exclude Dunning = No Patients	To exclude patients if the patient's Allow Dunning option is set to No, click Yes.  This means the patient will not receive a past due letter even if they qualify for a letter.   Or, to include all patients, click No.
  Initialize Letter File	To clear the letter file before beginning, click Yes.
  Letter Number	Enter the number assigned to the past due letter to print.   Note:  The letter formats or templates are created using the Add/Change/Delete Letter Formats routine in CURL.  For more information, contact NDS Support.
  Generate Credit Message	To generate a credit message for each patient that receives a past due letter, click Yes.  Credit message allow your practice to track communications between the patient and the practice as well as collections efforts.  You can view these internal credit message during the credit message window of Patient Entry.
  Credit Message Text	If you selected Yes to assign a credit message to patients receiving a past due letter, enter the credit message text to appear on the patient's account.  For example, enter 90 day letter sent when the 90-day letter is sent.
  	To begin generating the letter file and/or the ATB report, click Proceed. Keyboard shortcut:  [ALT + p]

   

• Report Sample(s), click More.

   

  To see an example of the report, click Aged Trial Balance Report Sample.