The Collections dashboard provides information on the money your practice has collected. This dashboard updates regularly. Updates may take anywhere from a few minutes to up to 20 minutes.
Employee Access
Only employees with Financial Reporting permission enabled for their Role can see this dashboard.
Collections Based on Payment Date
The collections board is based on the date that is entered into the ledger as the payment date. The date entered as the payment date is not always equal to the actual day on which the employee is recording the payment.
Collections totals can also differ from provider attribution totals.
Collections Dashboard Filters
The filters at the top of this dashboard will apply to all tabs of the dashboard: Summary, By Provider, and By Payment Method.
This dashboard is defaulted to today's date, but you can change the Date filter at the top of the dashboard:
There are also other dashboard filters you can apply:
- To filter down to doctor-only or hygienist-only production, use the Provider Type filter at the top of the dashboard:
- To filter down to a specific payer type, use the Payer Type at the top of the dashboard:
- To filter down to a specific collection amount, use the Collection Amount at the top of the dashboard:
Collection Summary
This tab of the Collection dashboard will provide a high-level overview of your collection numbers for the selected time period.
Click the links below to learn more about these metics:
Average Collections Per Patient
Collections over time: This chart shows a breakdown of collections by insurance and patients marked as having a payment date within the selected time period. The scale can be changed to show by day, week, month, etc., by clicking on the x-axis "Payment Date" title.
Collections by insurance carrier: This chart shows a breakdown of collections marked as having a payment date within a selected time period, for all primary insurance carriers.
By Provider
Collections vs Collections Attributed by Provider - Why They Are Different
Collections attributed by provider amounts may differ from the total collected amounts in a given timeframe because wallet payments are not attributable to a provider. Collected amounts include payments made directly to an invoice as well as payments made into the wallet. Collections can only be attributed to a provider when a payment is made directly to an invoice or when a wallet amount is applied to an invoice.
Collections date = the date that is entered into the ledger as the payment date for a payment made directly to the invoice or a payment made into the wallet
Collections attributed date = date that is entered as the payment date for a payment made directly to the invoice or transferred from the wallet to an invoice
- Example:
- On August 1st, a patient pays $100 in advance for upcoming work. This amount is collected into the wallet.
- The total collection amount for August 1st is $100, but the collections attributed to providers is $0.
- On August 15th, the patient treatment is completed by Dr. Gale, the invoice is created, and the $100 is transferred from the wallet to pay for the invoice.
- The total collection amount for August 15th is $0, but the collections attributed to Dr. Gale is $100.
Collections Attributed by Provider:
This chart shows the total amount of collections that each provider is credited with for the selected time period.
Collections Attributed by Provider: Patient Details
Provider means the Credited Provider, which is the person who was credited for each individual procedure. This is different from the Appointment provider, which is the hygienist or doctor assigned to the appointment.
Appointment Doctor is the Doctor assigned to the appointment.
Date is the date that the money is actually attributed to the provider, which may differ from the date that the money was collected if it was first collected into the wallet.
Click the links below to learn more about these metics:
Collections Attributed by Appointment Doctor
This pivot table shows all attributed collections associated with appointment doctors.
Opening the dropdown for each appointment doctor will show the breakdown of attributed collections by the credited provider (see above).
If there is no appointment doctor, these are usually standalone adjustments that were added to a patient’s ledger and do not have an appointment associated with the payment. If an employee is assigned to the standalone adjustment, they are attributed with the collection. If no employee was assigned to the standalone adjustment, the attribution goes to the office.
An example with no appointment doctor: (see above)
- You add a standalone adjustment for a toothbrush that you sell to the patient for $150.00.
- There is no appointed doctor associated with this charge.
- You assign Dr. Rowley to the adjustment.
- Dr. Rowley is credited with the payment when it is made.
An example with an appointment doctor: (see above)
- Dr. Gale is the appointment doctor for multiple appointments, where the total attributed collections are $19,877.90
- Dr. Gale was the credited provider for $15,649.35
- She worked with 2 hygienists who were credited with some of the appointments for $2,310.55 & $1,783.00
- She also had an appointment where a procedure was credited to the practice for $135.00
By Payment Method
Total Collections by Payment Method:
This chart shows the breakdown of collections by each payment method that was used in the selected time period for both patient and insurance payments.
Total Collections by Payment Method and Payer Type
This provides the same numbers as the chart above, except in a table format.
Daily Reconciliation:
Because the Collections dashboard may be up to 20 minutes out of date as data is refreshed, we recommend that you use the Payments section of Archy for daily reconciliations.
See https://portal.archy.com/payments.
The payments overview is real-time and includes all successful payments processed on the selected day.
Total Collections by Payment Method: Patient Details
This report breaks down the collections by patient and payment method.
Click the links below to learn more about these metics:
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