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Reports FAQs

What is a patient recall list, and why should I use it? 

A recall is a reminder for the office staff to schedule a patient for a certain appointment. For example, a recall may remind you that a patient needs to be seen for a follow-up in 3 weeks or immunization shots next month. You can set the Patient Recall Date within the Patient section.

Can I generate a report of all patient email addresses? 

Yes! Pulling a report of all patient email addresses is easy in our Reports CBI. 
  1. Go to the Reports section
  2. Under Report Viewer, search for the Patient Reports category
  3. Search for the Patient Listing report and double-click
  4. Set your desired parameters
  5. Click the Run Report button
  6. Review the Patient Email column
  7. You have the option to export the report in an Excel worksheet or Print

How can I print a report of all the Payers in the system? 

  1. Proceed to the Payer section
  2. Click on the Print button > Select All Payers
  3. A window with all of the payers will appear
  4. Click the Print button again

What is the difference between the RE Reports and the RR Reports for Auto-Apply Generated Reports? 

  • The RE Report is a non-formatted plain text report generated by the payer. 
  • The RR Report is a formatted version of the EOB, generated by Change Healthcare. It contains identical information displayed on the RE report in a structured, more user-friendly view.
These reports can be found: 
  1. Go to the Payment section
  2. Click on the Electronic remittance advice tab
  3. Locate and select a check
  4. Click View EOB
  5. Proceed to the Payer-Generated Report tab
  6. Click Retrieve

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What is a 277 Report and how can I generate it?

A 277 report, also known as the Claim Status Response report, is the second response after successfully submitting an electronic claim file to Change Healthcare (Clearinghouse); it provides the claim status. 

To pull this report follow the steps below:
  1. Go to the Reports section
  2. Click on the Clearinghouse Reports tab
  3. Proceed to the Payer Generated tab
  4. Select your filters
  5. Click Search

In the Adjustment Reasons report, what's the difference between the Adjustment Amount and the Charge Total Adjustment?

  • The Charge Total Adjustments column of the report displays an amount representing all adjustments (patient and insurance) that have been applied to this charge; it does not account for adjustments that have been marked 'deleted'. 
  • The Adjustment Amount column of the report shows the adjustment amount associated with the adjustment credit; it does include adjustments that have been deleted. 

What is the difference between the Charge CPT and Patient CPT in my reports?

Under certain reports (ex: Patients with a specific CPT Performed) you have the search criteria option of Charge CPT Code and Patient CPT's. 
  • Filter a report by Charge CPT if you want to see which patients have been billed with a specific CPT.
  • Filter a report by Patient CPT if you are looking to pull the report by the CPT's listed as the default on a patient's account. 

How do I create a report that shows patients and the amount of claims created for them?

  1. Go to the Reports section
  2. Click on the Report Builder tab
  3. Hover your mouse over the Patient Reports folder and select the Patient Listing Report
  4. In the Field Search pane, search for Added Date
  5. Drag and drop the Added Date into the Filters pane
  6. Once added, right click on the field and select the option to Include in Header
  7. Enter a Report Title and select a Report Category
  8. Prior to saving the report, feel free to make any additional changes to the Columns, Filters, Charts, Co-Displays, and Sharing options

Why are no patients appearing on my Patients at Collection report?

Only patients with a Collections Date populated in their account will appear on the Patients at Collections Report. If you know that you have patient(s) with a "Collections" status for their balance due, but they do not appear on your Patients at Collection report, follow the steps below:
  1. Go to the Patients section
  2. Locate and select the patient
  3. Proceed to the Patient Billing tab
  4. Click the Collections subtab
  5. Enter in your Collections Date and reason
  6. Click the Save button

Why do the Clearinghouse reports have Provider X's name listed under the Provider column, but not Provider Y's name? Provider Y is our billing provider. 

The reason why one provider name would be listed over another provider name is because this report information is based on the sequential order of the provider. The first provider that was added into the Provider section of CollaborateMD will be the provider that appears within this column. 

Note: Claims will not be effected by the (other) Provider name being listed in the Provider column. This is only for the purpose of receiving reports from our Clearinghouse.

How do I build a report that will show patients that have a specific payer(s) as their Primary or Secondary? 

Building a report to show patients with specific Primary or Secondary payers is easy in our Report Builder. Follow the steps below:
  1. Go to the Reports section
  2. Click on the Report Builder tab
  3. In the Report Fields panel, find the Patient Data folder
  4. Drag the following fields over to the Columns category
    • Patient ID
    • Patient Full Name
    • Patient Primary Payer ID
    • Pat. Primary Payer Name
    • Patient Secondary Payer ID
    • Pat. Secondary Payer Name
  5. If you'd like to filter the report by Primary and/or Secondary Payer, add the following fields to the Filters category
    • Patient Primary Payer
    • Patient Secondary Payer
  6. Once you're satisfied, click Save 
Note: If desired, you can build the report from an existing template.

How do I know if my claims were rejected on a batch level?

Your Payer's EDI department my reject multiple claims at once on a batch level. The number of claims that were rejected will be reported back to our clearinghouse, Change Healthcare. You can access these reports from within the Clearinghouse reports section. 
  1. Go to the Reports section
  2. Click on the Clearinghouse Reports tab
  3. Enter your Search Criteria.
    1. Select your Date Range.
    2.  Enter any keywords within the Containing Content field.
      • TCN
      • Patient's First Name
      • Patient's Last Name
      • Payer Name
      • etc
  4. Once you are happy with your search criteria, Click Search.
  5. Select the Payer Generated tab.
  6. Review the report.
NoteYou may also want to reference our Clearinghouse Reports Help Page.

How can I automatically close all reports when switching customers?

You can set a default to automatically close the reports when switching accounts. Please follow the steps below:
  1. Go to the System section
  2. Click on the Defaults tab
  3. Under the Reports section, check the box next to "Close reports when switching accounts."
  4. Click Save

What does the Received Date/DOS field represent within the report filter? 

The Received Date/DOS field is used for reports that combine charge and payment information on the same report. It will allow you to limit the payments based on the Received Date and limit the Charges based on the Date of Service. For an example, generate the Activity Summary Report.

How often are Clearinghouse Reports received?

Clearinghouse Reports provide detailed information on any claim that has been accepted or rejected by the Clearinghouse or the Payer. Typically, the Claims Acknowledgement and Exclusion Claims reports are received once a day. Payer Generated reports are received throughout the day based on when the Clearinghouse makes them available. 

What does Change in A/R mean on the Daily/Monthly Charges and  Payments report?

This represents the difference between what was brought in and what was billed in that date/time range - the total charges and debits minus payments/adjustments collected.