Collection Report

Introduction

The Collection Report provides visibility into aging patient and insurance balances that remain unpaid within the system. This report is typically used by billing staff and administrative teams to identify outstanding balances, review liability status, and support collection efforts.  

This report allows users to review balances associated with Patient Visits and apply filters to refine the results based on billing, provider, or patient information.  

The data displayed in this report is sourced from Patient Visits.  

Steps to Generate the Collection Report

1. Navigate to the Accounting section  

• Click the Accounting tab in Practice Mate.

2. Open the Reports menu

3. Hover your mouse over Reports.  

• Under Accounts Receivable Reports, select Collection Report.

4. Apply filters to refine the report results

• You can filter the report using the following options:

• CPT Codes

• Patients ID’s

• Past Due At Least

• Visit ID’s

• Insurance ID’s

• Report Type

• Office ID’s

• Provider ID’s

• Visit Date Between

• Detail or Summary Report

• Only with balances

5. Select the desired Report Type  

• Choose one of the following options:

• Patient (Pat) – Displays balances owed by patients  

• Insurance (Ins) – Displays balances owed by insurance  

• Both – Displays balances owed by both insurance and patients

6. Run the report

• After selecting the appropriate filters, click Go to generate the report and view outstanding balances associated with Patient Visits.

Steps to Understand the Liability Column

The Liability column identifies who is responsible for the balance of a Visit at a given point in the billing process.  

1. Initial liability

• When a Visit is first created, liability for items in the Billable Line-Item section is assigned to Insurance.

• Non-Billable Products/Services in a Visit will be designated Patient responsibility and not included in claim forms.

2. Liability transition

• After the line item is designated Complete and a Billing Statement is created, the liability changes from Insurance to Patient.

This change indicates that the insurance portion has been processed, and the remaining balance is now the responsibility of the patient.  

Steps to Understand the Aging Days Column

The Aging column helps track how long a balance has remained outstanding for a patient.

1. Patient liability aging  

• Aging days begin counting when the billing statement is viewed or printed.

2. Collection tracking

• This aging metric helps billing staff determine how long a patient balance has been outstanding and when additional collection actions may be required.

Steps to Use the Collection Report Summary Filter

The Collection Report Summary filter provides a simplified view of the report.

1. Apply the Summary Report filter  

• Select the Summary Report option within the Collection Report filters.

2. Review summarized results

• This version of the report:

• Displays less detailed Visit information

• Focuses primarily on outstanding balances

The Summary Report view is useful when you need a quick overview of balances rather than a detailed breakdown of each Patient Visit.

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