Why Did My Collection Reporting Numbers Change

Note: Archy's reports do not lock, and currently, they don't close out each day, allowing changes to be made.

Collections:

Collections can change over time if: 

• Employee enters a payment date that is not today’s date when originally recording the payment within that time period.
• Employees edit a payment date if they have the permissions to do so, which are outside of that time period.
• Employees delete a payment date if they have the permissions to do so, which are outside of that time period.

To avoid changes in Collections:

• Make sure employees are not backdating payments.
• Make sure employees are not editing payment dates or deleting payments.
• Edit permission for the employees to restrict their ability to make payment edits or delete payments.

An example of collections and how it can change per day: 

• An employee posted a payment of $100 on April 1st with a payment date of April 1st. 
• You view your collections report for April 1st, and it shows $100. 
• Later that day, they edited the payment date to March 21st. 
• You now view your collection report for April 1st, and it shows $0. However, if you view your collections report for March 21st, it shows the $100. 

Collections Percentage

• Total Collections Percentage can change over time if: 
  • Net production changes 
  • Collections changes 
• To avoid changes to the collection percentage:
  • Make sure employees do not edit the negotiated fee schedules. 
  • Make sure employees do not edit the negotiated fee on procedures that are scheduled or completed.
  • Don’t edit, add, or remove appointments in the past. 
  • Make sure employees are not backdating payments.
  • Make sure employees are not editing payment dates or deleting payments.
  • Edit permission for the employees to restrict their ability to make payment edits or delete payments.
  • Ensure your fee schedules are updated to reduce the chances of claims being underpaid or overpaid.
• Examples of total collections percentage and how it changes: 
  • Example 1: 
    • You view the collections board on August 1st for July 1-31 and see a Total Collections Percentage of 95%
    • Then, on August 2nd, an employee adds procedures to an appointment from July 15, causing the net production of that appointment to increase. 
    • You view the collections board on August 3rd for July 1-31 and see that your Total Collections Percentage has gone DOWN, due to the increase in Net Production for that time period.
  • Example 2: 
    • You view the collections board on August 1st for July 1-31 and see a Total Collections Percentage of 95%
    • Then, on August 2nd, a claim for an appointment on July 15 is processed – it includes a write-off, so the patient's responsibility plus the insurance payment is less than the original negotiated rate, causing the negotiated rate to be lowered. 
    • You view the collections board on August 3rd for July 1-31 and see that your Total Collections Percentage has gone UP, due to the decrease in Net Production for that time period.
  • Example 3: 
    • You view the collections board on August 1st for July 1-31 and see a Total Collections Percentage of 95%
    • Then, on August 2nd, an employee edits a payment date on a patient’s ledger to change from August 1st to July 30th, causing Collections for the month of July to increase. 
    • You view the collections board on August 3rd for July 1-31 and see that your Total Collections Percentage has gone UP, due to the increase in Total Collections for that time period.