Reports Section

The Report section of the application provides you with access to our Central Business Intelligence (CBI) tool which includes the report viewer and report builder, as well as access to the Clearinghouse Reports. These enhanced reporting capabilities will allow you to visualize and analyze your data using business intelligence that is centric to your business.

The following help pages are supported by the current version of CollaborateMD. Please follow the curriculum outline to receive the proper training associated with this section.


CollaborateMD offers over 100 standard reports you can run to analyze your critical sets of data. In addition, you have the ability to run any custom reports you have created or that have been shared with you. 

CollaborateMD’s Report Viewer is a powerful Central Business Intelligence (CBI) tool that helps you quickly view and analyze your performance. The Report Viewer is located within the Report section of the application under the Central Business Intelligence tab.

Using the Report Viewer allows you to: 
  • Generate reports to show efficiencies or inefficiencies in your business that reflect how much was earned collected, owed and more! 
  • It allows you to prepare daily, weekly, monthly and annual reporting that gives you a comprehensive view of your most critical information. 
  • You can explore critical sets of data and analyze your business results anywhere, anytime as long as you have an internet connection. 
  • Interact with your data in real time, hiding what you don't need to see, and emphasizing your key metrics.

Search for Reports


To begin searching for reports follow the instructions below: 

  1. Go to the Report section. 
  2. Click on the Central Business Intelligence tab and select Report Viewer
  3. On the bottom left pane, show filters default to Active reports. Please note that you have the option to change this to All or Hidden reports.
  4. The search bar allows you to easily search for reports in all folders.
  5. The report list will filter reports with full or partial matches related to the report name. To refine results simply expand a report folder.
  6. Once you've located the report you wish to run, double click on the report name.

When the Filter dialog window opens it will consists of two panes; Pages and Filter selections. Each page contains a different set of filters. Click on each page and specify the desired filter criteria for the report based on your usage. 
  1. Customer: Users associated to one or more accounts, for example, Billing Services, will always have the Customer Page. This page allows you to run the report for one or more customers. Users that are associated to only one customer will not see this option, for example, Medical Practices. 
  2. General Filter: The General Filter page will be present on every standard CollaborateMD report. This page groups text fields, number fields, date ranges, and monetary fields. 
  3. Static Filters: The Static Filter page will be present on some standard CollaborateMD reports. This page contains predefined values that are used each time the report is run.

4. Optionally, you can Save Filter button to save your filter selections. Search filters will give you the convenience of not having to manually set your search parameters every time you are ready to run a report.  When the New Parameter Set dialog window opens, enter a filter name then click on the Save button. When you're ready to use this filter the next time you run this report, click on the Load Filters button. 
5. Continue selecting your filters and when you’re done click on the OK button to run the report.
6. If applicable, when running the report for more than one customer, you will be asked if you would like to seperate this report per customer. Make one of the following selections: 
1. Yes, Separate will run the report for the selected customers, but separate the results for each customer. When the report results are displayed, click on the Show results for drop-down menu to select a customer.
2. NoCombine will combine the results for all selected customers.
  • Important Notes
    • Customers you did not select will not appear in the Show results for drop-down menu.
    • Customers with NO results will be grayed out followed by "No Data Found", when selected.

8. Once selected, the results will display.

Right Click Capabilities


The following right-click capabilities exist throughout the Report Builder. Please reference the information below for more information. 

Add Favorite Reports

Follow the instructions below to add a report to the Favorites category.
  1. Click on the Reports icon towards the top of the menu bar. Then click on the Central Business Intelligence tab and select Report Viewer
  2. Locate the report you wish to add to your favorites.
  3. Right click on the report name and select Add to Favorites.
  4. The report will automatically be added to the Favorites category.

Remove Favorite Reports

Follow the instructions below to remove the report from the Favorite category.
  1. Click on the Reports icon towards the top of the menu bar. Then click on the Central Business Intelligence tab and select Report Viewer.
  2. Expand the Favorites category then right click on the report you wish to remove and select Remove from Favorites.

Edit User Access

Follow the instructions below to edit a user(s) access to a report:

  1. Click on the Reports icon towards the top of the menu bar. Then click on the Central Business Intelligence tab and select Report Viewer. 
  2. Locate the report, right click on the report name and select Edit User Access
  3.  This will launch the Access Permissions window.  The Access Permissions window will contain a listing of all customers the report owner has access to along with the users within each of those customers. 
  4. Selecting the All node at the top of the list will select/deselect all users in the list. 
  5. Selecting the node for an individual customer within the list will select/deselect all users within that customer. 
  6. Selecting the node for an individual username within the list will select/deselect that specific user.  
  7. Once the desired users and editing settings have been chosen, select the OK button and save the report for the changes to take effect. The sharing setting can be modified at any time for a report.
When a report is shared with a user, it will be listed within that user’s Reports list in the Report Viewer.  The user will then be able to run the report provided they have sufficient permission levels set for the CollaborateMD Reports permission. When sharing a report, users can also be granted rights to make changes to the report through the Report Builder

Edit Report

Follow the instructions below to edit a report you built:

  1. Click on the Reports icon towards the top of the menu bar. Then click on the Central Business Intelligence tab and select Report Viewer.
  2. Locate the report, right click on the report name and select Edit Report.
  3. This will lead you directly to the Report Builder tab where you can continue editing your report.
When a report is shared with a user, it will be listed within that user's Reports list in the Report Viewer. The user will then be able to edit the report provided they have sufficient permission levels set for the CollaborateMD Reports permission and have been granted rights to make changes to the report. Note: If a report has been shared with you, but you do not have the right-click capability to Edit Report it is necessary to ask the user who built the report to make your desired edit or grant you rights to make changes.

Hide Report or Category

Follow the instructions below to hide a report you wish to no longer see within your Reports view.
  1. Click on the Reports icon towards the top of the menu bar. Then click on the Central Business Intelligence tab and select Report Viewer. 
  2. Complete one of the following actions:
    • Locate the report, right click on the report name and select Hide Report.
    • Locate the report category, right click on the category name and select Hide All.

Show Report or Category

Follow the instructions below to find or un-hide a report that has been hidden.
  1. Click on the Reports icon towards the top of the menu bar. Then click on the Central Business Intelligence tab and select Report Viewer.
  2. Towards the bottom of the screen select click on the Show drop-down menu and select the option to include Hidden Reports.
  3. Complete one of the following actions:
    • Locate the report, right click on the report name and select Show Report.
    • Locate the category, right click on the category name and select Show All.

Delete Report

Follow the instructions below to delete a report within the Report Viewer. Note: Standard reports cannot be deleted. You can only delete reports that you've created. 
  1. Click on the Reports icon towards the top of the menu bar. Then click on the Central Business Intelligence tab and select Report Viewer. 
  2. Locate the report, right click on the report name and select Delete Report.
  3. When the Confirm Deletion window opens, select Yes to delete the report.

Main Table


When the report data is displayed, a section titled Report Information will be displayed at the top, providing you with the report name, run date, time, the customer or practice you've selected to run the report for, and any filter values selected when running the report. Underneath the report header, the report itself will be displayed including the Main Table, which provides interactive reporting functionalities such as sorting columns, expanding and collapsing groups of data, and opening certain sections from within the report. In addition, Collaborative Displays or Charts may also be included in the report.


Page Interactivity & Formatting:

Within the Main Table of the report, there are several interactive features available such as right click capabilities, formatting options, and opening sections all from within the report. 

Right Click Capabilities: 

When a report contains grouped data, right clicking on the report will allow you to Expand or Collapse rows and columns. Expanding and collapsing groups is only available for table or matrix view reports. 

Additional right click capabilities are also included when right clicking on a report header: 
  • Auto Resize This Column
  • Auto Resize All Columns
  • Hide This Column 
  • Reset to Default
  • Or manually select the columns you wish to display.

Open Records
Certain reports allow you to open the related section of the application directly within the report. These reports include anything that has a patient account number, claim number or transaction number. Anytime a blue hyperlink is displayed under a particular column, it is an indication that the patient, claim, transaction represented by the data can be opened within its respective section of the application. The following sections can be opened from within a report, provided the applicable fields are present as columns: 
  • Patient 
  • Practice 
  • Provider 
  • Payer 
  • Claim 
  • Facility

Co-Display

Co-Display, also known as Collaborative Displays is an additional table that can be displayed on a report. Often, collaborative displays are used to show summary tables related to the detailed table in the main display. 

Page Interactivity & Formatting:

Within the Co-Display of the report, there are several interactive features available such as right-click capabilities.

Right Click Capabilities:

When a report contains grouped data, right clicking in the results allow you to Expand or Collapse rows and columns with a group. Expanding and collapsing groups is only available for table or matrix view reports. Whenever you see text with a plus (+) or minus (-) icon, this is indication that the report can be expanded or collapsed.

Charts


Standard CollaborateMD reports along with custom reports may contain charts in addition to the Main Table and any Co-Displays. When present, the chart will be shown on a separate tab within the report. The different chart types currently available are Pie Chart, Bar Chart, and Line Graph.
  • Pie Chart: A pie chart (or a circle graph) is a circular chart divided into sectors, illustrating proportion. In a pie chart, the arc length of each sector (and consequently its central angle and area), is proportional to the quantity it represents

  • Bar Chart: A bar chart or bar graph is a chart with rectangular bars with lengths proportional to the values that they represent. The bars can be plotted vertically or horizontally. A vertical bar chart is sometimes called a column bar chart. 

  • Line Graph: A line chart or line graph is a type of chart which displays information as a series of data points connected by straight line segments. A line chart is often used to visualize a trend in data over intervals of time – a time series – thus the line is often drawn chronologically.

Right Click Capabilities:

Right clicking on a chart allows you to Copy to Clipboard, where you can then paste it into Word, Excel or an Email to share amongst others. 

Print Report


Follow the instructions below to print a report:

  1. Click on the Reports icon towards the top of the menu bar. Then click on the Central Business Intelligence tab and select Report Viewer.
  2. Locate the report you wish to run and double click on the report name.
  3. When the Filter dialog window opens, enter your search filters or select Load Filter to select a previously saved filter, then select OK to run the report when you’re satisfied.
  4. When the results are displayed click on the Print button.
  5. When the Print dialog window opens, choose which printer you would like to use and any other formatting options. Once done, click the Print button.
  6. Next, a Print Preview dialog will appear. After making any and all selections and modifications to the printed version of your report, click the Print button. 

Print Preview

Print preview allows users to make any last minute decisions on how their report will look when printed. Users have the ability to alter the formatting of their reports prior to printing it.
  1. Orientation: The report’s orientation can be changed to either Portrait or Landscape directly from the print preview window. Upon changing the orientation, the print preview will update and display the report as it would look printed in the chosen orientation.
  2. Report Header: Choose to alter the way in which the report header (the date the report was run and any filters that were used) is displayed on the report printout.
    • First Page Only: Selecting this option will result in the report header only being printed on the very first page.
    • Every Page: Selecting this option will result in the report header being printed on every page.
    • No Header: Selecting this option will result in each page only containing the page number and the report title. No other report header information will be displayed when using this option.
  3. Page Breaks: Choose to alter the way in which co-displays printed.  
    • New page per table: Selecting this option will result in the co-display beginning on its own page.
    • No Page Breaks: Selecting this option will result in the co-display being printed one after another. This means that one page could hold one or multiple co-displays. 
  4. Margins: Choose to alter the margin sizes in which the report will be printed. Margins are defaulted to 1 inch on all sides. 
  5. Item SelectionAdditional last minute changes can be made within the Print Preview window by selecting what co-displays, columns, and charts you would like to see on your report.
      • Removing Co-Displays: To exclude an entire co-display from being printed, simply un-check the box next to the corresponding table under the Item Selection list.
      • Removing Columns: If you don’t want to see a specific column or set of columns in the final printout, simply expand the main table or co-display you wish to edit by clicking on the plus icon (+) and un-check the box next to the corresponding column(s).
      • Removing Charts: Also, if charts are present on a report, you can opt to include or exclude charts from the final printout by simply checking or un-checking the box next to the corresponding chart.
      • Right Click Capabilities: To go to the page that an item starts or ends on, simply right click that item in the selection list.
    1. Save these settings for this reportSelecting this options gives you the ability to save a CBI (Central Business Intelligence) report print preferences each time a report is printed. Print preferences are saved on a per report, and per user basis.This box must be selected for preferences to be saved (i.e. they are not saved/overwritten automatically)
    2. Pagination: You can easily navigate through each page of the report using the pagination options provided. Larger reports that will most likely take up more than one page when printed will have their associated page number displayed above the print preview window. Selecting the Previous and Next buttons will allow you to browse through the pages that will be printed. 
    Tips:
    •  Upon changing the formatting options, the print preview will update and display the report as it would look once printed.
    • Please note that there will be times when a report is too wide to fit on a single page. In this case, an overflow page is created to hold the rest of that table’s columns. This will be visible when you see multiple pages appear next to one another within the preview display.
    • Once the item selections have changed, the print preview window will automatically refresh its display.

    Export Report


    Excel

    Follow the instructions below to export reports to Excel (.xls file):

    1. After searching for the report, when the results are displayed click on the Excel icon.
    2. When the dialog window opens, select from the following options: 
      • Export for <Customer Name>: When applicable, selecting this option will export the report for the customer selected. 
      • Export for all customers: When applicable, selecting this option will create a separate file for each customer selected when the report was originally run. Note: The directory folder will contain the name of the report and number of customers. Within this folder, you will find the report by each customer name.
      • In the Included items section, select which co-displays to export. 
      • Optimize for export: Check this box to list grouped data in each row. Leaving this box unchecked will keep groups of data together within the excel sheet, similar to merging cells functions within Excel.
      • Include report header: Uncheck this box to not include the name of the report within the header of the excel file.
    3. When you’re satisfied with your selection, click Export.
    4. When the Save dialog window opens, select a location on your computer where you wish to save this file.
    5. Once saved, locate the file and choose to open it with Excel if it doesn't automatically open with this application.

    error.gif

    When exporting reports, you're responsible for password protecting the file to properly protect any PHI information in the event it is stored on a computer or emailed to others.

    Text

    Follow the instructions below to export reports to a plain text document (.txt file):

    1. After searching for the report, when the results are displayed click on the Text icon.
    2. When the Save dialog window opens, select a location on your computer where you wish to save the file.
    3. Once saved, locate the file and choose to open it with Notepad (or whatever text editor installed on your computer) if it doesn’t automatically open with this application.

    Important: When exporting reports, you're responsible for password protecting the file to properly protect any PHI information in the event it is stored on a computer or emailed to others.

    CSV

    Follow the instructions below to export reports into one or more Comma Separated Value (CSV) files:

    1. After searching for the report, when the results are displayed click on the CSV icon.
    2. When the dialog window opens, select from the following options: 
      • Export for <Customer Name>: When applicable, selecting this option will export the report for the customer selected. 
      • Export for all customers: When applicable, selecting this option will create a separate file for each customer selected when the report was originally run. Note: The directory folder will contain the name of the report and number of customers. Within this folder, you will find the report by each customer name.
      • In the Included items section, select which co-displays to export. 
    3. When you’re satisfied with your selection, click Export.
    4. When the Save dialog window opens, select a location on your computer where you wish to save this file.
    5. Once saved, locate the file and choose to open it with an application of your choice.

    Important: When exporting reports, you're responsible for password protecting the file to properly protect any PHI information in the event it is stored on a computer or emailed to others.

    Refresh Reports


    After a report has been run, you can refresh the report at any time without having to fill out the report filters again. To refresh a report, follow the instructions below:
    1. After searching for the report, when the results are displayed click on the Refresh icon.
    2. When the results are displayed click on the Refresh button.

    Important Notes: 

    • If applicable, when running the report for more than one customer, the report will be refreshed in real time, however, it will display the original customer you were logged into when you ran the report.
    • Refreshing a report will use the same filter criteria that was chosen when the report was first run. If you need to run the report for a different date range or different criteria than was first chosen, you will need to re-run the report using the filter window.

    Hide & Unhide Reports


    You can hide reports and entire report categories to help clean up the report list and make it easier for you to find the reports you’re looking for. 

    Hide Reports:

    Follow the instructions below to hide reports from the report list:
    1. Click on the Reports icon towards the top of the menu bar. Then click on the Central Business Intelligence tab and select Report Viewer.
    2. Locate the report you wish to hide, right click on the report name and select Hide Report.
    3. The report is now removed from the report list. 

    Hide Report Categories:

    Follow the instructions below to hide an entire report category from the report list:
    1. Click on the Reports icon towards the top of the menu bar. Then click on the Central Business Intelligence tab and select Report Viewer.
    2. Locate the report category you wish to hide, right click on the category name and select Hide All.
    3. The category is now removed from the report list. 
    Unhide Reports:

    Follow the instructions below to unhide reports from the report list:
      1. Click on the Reports icon towards the top of the menu bar. Then click on the Central Business Intelligence tab and select Report Viewer.
      2. Click on the Show Reports drop down menu towards the bottom of the report list pane and select Hidden.
      3. Locate the report you wish to unhide, right click on the report name and select Show Report.
      4. The report is now available in the Active report list view.  
      Unhide Report Categories:

      Follow the instructions below to unhide an entire report category from the report list:
        1. Click on the Reports icon towards the top of the menu bar. Then click on the Central Business Intelligence tab and select Report Viewer.
        2. Click on the Show Reports drop down menu towards the bottom of the report list pane and select Hidden.
        3. Locate the category you wish to unhide, right click on the category name and select Show All.
        4. The category is now available in the Active report list view.  

        Report Snap and Share


        Report Snap & Share allows you to take a snapshot and save a report directly in CollaborateMD, as well as share reports with users across your account. You can easily view the same results as your office and staff and avoid any confusion. Report Snap & Share can help decrease the amount of time you spend exporting reports, emailing insecure data, and performing redundant screen share sessions. This feature provides instant access to real-time saved report results with the same filters and results at the time it was run.

        Before you begin saving report snapshots, please keep the following in mind:

        •        Users are unable to view report results that contain information from customers that they do not have group access to.

        Save Report Snapshots

        Follow the instructions below to save a report snapshot.

        1. Go to the Report section. 
        2. Click on the Central Business Intelligence tab and select Report Viewer
        3. Search for the report you wish to save as a snapshot.
        4. Once the report is displayed, click Save
        5. If applicable, modify the snapshot Title and enter a Note that describes the report. 
        6. When you’re satisfied with your changes, click Save.
        7. When the dialog window opens, please acknowledge that you understand that report snapshots are available for 90 days from the time that they are saved, followed by the expiration date. Click OK once you’ve read this message. 

        Important: Once the report expires, it will no longer be available to you or any users it is shared with and there is not a way to re-activate the report. We strongly encourage you to take note of the expiration date at this time as there are no other reminder messages.

        information.gif

        If you wish to extend the saved report beyond 90 days, we recommend exporting the report into Excel, CSV, or Text. Once exported, please save the report in a secure HIPAA compliant environment. 

         

        Save & Share Report Snapshots


        warning.gif

        When running a report with multiple customers and selecting the option to Save & Share, the selected users must have Group Access to ALL of the customers listed on the report. Otherwise, they will be unable to open the report.

        Follow the instructions below to save a report snapshot and share it with other users in your office.

        1. Go to the Report section. 
        2. Click on the Central Business Intelligence tab and select Report Viewer
        3. Search for the report you wish to save as a report snapshot.
        4. Once the report is displayed, click Save.
        5. If applicable, edit the Title of the report snapshot and enter a description of the report in the Notes window. The note entered in this window will automatically be added to the notification message sent to users via the Messaging section. However, you can modify this message prior to saving and sharing the report.
        6. When you’re satisfied with your changes, click Save & Share.
        7. Expand the listed customer(s) and select the user(s) you wish to share the snapshot with and then click Save & Share.
        8. When the dialog window opens, feel free to customize the message to your liking.    Note: This message will be sent to the selected users. They will be notified within the Messaging section that a new report is available.
                                                                                                                                                                                                                                                   
        9.  When you’re satisfied with your changes, click Save & Share.
        10. When the dialog window opens, please acknowledge that you understand that report snapshots are available for 90 days from the time that they are saved, followed by the expiration date. Click OK once you’ve read this message. 
        11. Once the notification is received within the Messaging section, users will be supplied a link to open the report snapshot directly in the Report Viewer
        Important: Once the report expires, it will no longer be available to you or any users it is shared with and there is not a way to re-activate the report. We strongly encourage you to take note of the expiration date at this time as there are no other reminder messages.

        information.gif

        If you wish to extend the saved report beyond 90 days, we recommend exporting the report into Excel, CSV, or Text. Once exported, please save the report in a secure HIPAA compliant environment. 

         

        View Saved Report Snapshots


        Follow the instructions below to view a saved report snapshot.

        1. Go to the Report section. 
        2. Click on the Central Business Intelligence tab and select Report Viewer.
        3. Above the Report Search field, click the View Saved Results link.
        4. When the dialog window opens, locate the report. Optionally, you can use the filters to help drill down your results.
          • Group by: Sorts results by either the Day or Month it was saved in, or by Report name.
          • Show snapshots saved by:
            • Everyone: Shows reports saved by everyone in your account, including yourself.
            • Others: Shows reports saved by everyone in your account, excluding yourself.
            • Me: Shows reports that have only been saved by you.
          • Find: Allows you to type keywords to search for save results.
        5. Select the report and click View
         

        Share Report Snapshots

        Follow the instructions below to share a report snapshot after it’s been saved.

        1. Go to the Report section. 
        2. Click on the Central Business Intelligence tab and select Report Viewer.
        3. Above the Report Search field, click the View Saved Results link.
        4. When the dialog window opens, locate the report. Optionally, you can use the filters to help drill down your results.
        5. Right-click on the report and select Edit Sharing
        6. Expand the listed customer(s) and select the user(s) you wish to share the snapshot with.
        7. Once your selections are made, click Share
        8. Once returned to the view saved results window, click Cancel to exit the window.
         

        View Report Full Snapshot Notes


        Follow the instructions below to view the full report snapshot note. Note: If a note is not associated to a snapshot this option will be unavailable.

        1. Go to the Report section. 
        2. Click on the Central Business Intelligence tab and select Report Viewer.
        3. Above the Report Search field, click the View Saved Results link.
        4. When the dialog window opens, locate the report. Optionally, you can use the filters to help drill down your results.
        5. Right-click on the report and select View Full Note. For instructions on how to edit the note, see Edit Report Snapshot Details.
        6. When you’re done reading the note, click OK
        7. Once returned to the view saved results window, click Cancel to exit the window. 

         

        Delete Report Snapshots


        Follow the instructions below to delete a report snapshot:

        Important: Deleting a report snapshot is permanent. Once deleted it will no longer be available to you or any users it was shared with.

        1. Go to the Report section. 
        2. Click on the Central Business Intelligence tab and select Report Viewer.
        3. Above the Report Search field, click the View Saved Results link.
        4. When the dialog window opens, locate the report. Optionally, you can use the filters to help drill down your results.
        5. Right-click on the report and select Delete Snapshot.
        6. When the dialog window opens, please acknowledge that you understand that deleting the snapshot is permanent. Once deleted it will no longer be available to you or any users it was shared with.
        7. If you’re sure that you want to delete the report, click Delete. Otherwise, click Cancel

         

        Edit Report Snapshot Details


        Follow the instructions below to edit report snapshot details:

        1. Go to the Report section. 
        2. Click on the Central Business Intelligence tab and select Report Viewer.
        3. Above the Report Search field, click the View Saved Results link.
        4. When the dialog window opens, locate the report. Optionally, you can use the filters to help drill down your results.
        5. Right-click on the report and select Edit Details.
        6. When the dialog window opens, make the necessary changes.
        7. Click Save to save your changes or click Save & Share to edit sharing.
        8. Once returned to the view saved results window, click Cancel to exit the window.