Perfect Care for Windows® gives you the advantage of printing a complete set of management reports on demand to measure practice performance and assess the need for new business strategies. Explanations and samples of some of the more popular reports are shown on the following pages.
We believe that no other system has more or better reports. When selecting reports, you have the option in most cases to sort and/or limit reports by practice, provider, or to a specific range of dates. You will also have the option of displaying the reports on the screen, or printing them on paper. Reports print quickly and will not slow down other system users as often occur with UNIX or MUMPS based systems.
With Perfect Care for Windows there are four levels of reporting. The first level includes accounting reports found in most Practice Management Systems like aged receivables, day sheets, provider, referral and production reports. As part of the month-end process, you may select a subset of reports from this list, which will be generated automatically when the month end process is complete. These reports will give you a running financial history of your practice. The second level of reports are more financial and analytical in nature. These include reports like a location analysis, patient recalls not seen, etc. The third report level includes specialty specific reports personally selected by you. Examples include immunization tracking, patient recall reports, or expected date of delivery reports. The fourth level includes managed care reports and the report writer included with Perfect Care. With this module you can prepare capitation reports if you are a primary care physician, or compare reimbursement by insurance carrier as a specialist.
Modify and Create Your Own Reports
Perfect Care for Windows has an included report writer that allows you to change sort options and some selective information in the Report Module for practices that have special reporting requirements. The report writer module allows you to modify and save your own reports and access practice and patient information stored within Perfect Care for Windows. For more elaborate reporting needs you can purchase a copy of Crystal Reports to completely design your own new reports.
Daily Edits
The Daily Edits take the place of your current day sheets. They provide you with a complete detail of all charges and payments. This is your tool to check for accuracy of data entry and to balance out the end of the day.
A/R Summary
The A/R Summary is a running total of monthly charges, payments, write-offs; net accounts receivable added (or subtracted), and closing accounts receivable since the last month-end was processed. This report lets you see at a glance how your practice is growing and whether your collection performance is improving. You may print it for your entire practice or for each provider
Aged Receivables Report
Perfect Care for Windows provides three ways to look at your aged receivables; insurance only, patients only, and both patients and insurance carriers combined.
Aged Patient Receivables
All outstanding charges currently billed to the patients are listed by 30, 60, 90, over 90-day aging. This report prints totals for each patient broken down by each provider. The Aged Patient Receivables is an invaluable tool for collection purposes.
Aged Insurance Receivables
Lists all outstanding charges currently billed to the insurance carriers by 30, 60, 90, over 90-day aging. This report prints totals for each patient broken down by each provider. It includes the insurance company name, telephone number and patient’s policy number to aid in collection efforts. The Aged Insurance Receivables Report can be used to decide which charges need to be transferred to the patient’s responsibility.
Deferred Accounts
Occasionally, you may wish to temporarily defer the billing on a patient's account. Perhaps their charges are in dispute or they will be out of town for a few months. This report gives you a list of the patients you have elected to defer billing for.
Charges Not Yet Billed
This report lists all charges that are waiting to bill either to the patient or to the insurance. If you print this report after you have done all of your insurance and patient billing, the only charges that should appear are charges for patients that are on deferred billing or charges in patient responsibility that are waiting for the patient's cycle day to generate a bill.
Credit Balances
The Credit Balances Report lists by provider all patient accounts to which an overpayment has been posted. This report will assist you each month in refunding credit balances to the appropriate party or applying credits to open charges.
Delinquent Accounts
This reports lists all charges that are past due by patient. You may select the lowest and highest days lapsed. The patient's home and work phone numbers, date and amount of last payment, and collection notes are provided for easier collection efforts.
Current Month Activity
The Current Monthly Activity details each transaction made for each patient's account since last month.
Refund Analysis
This report shows you detail on any money refunded to insurance carriers or patients.
Payment Analysis
This report gives you the ability to compare the amount of payments you are receiving to the amount you actually billed for those services.
Referral Analysis
Month-to-date and year-to-date totals are given on the Referral Analysis to help you analyze how much business your referring providers are sending your way. In addition to the charge, payment, and write-off totals, the analysis includes the number of patients referred to your practice from each referring provider.
Write-off Code Analysis
The Write-off Code Analysis gives you total write-offs by write-off code for each provider. It also gives you the percentage of the write-offs for each provider. This analysis will help you monitor how much of your potential revenue is being written off to the insurances for which you are a participating provider. It is also used to monitor the risk write-offs to ensure that the insurance companies are reimbursing the provider properly for these write-offs at the end of the year.
Diagnosis Analysis
This statistical monthly report allows the provider to see how many cases had a particular diagnosis. It can be used to monitor a sudden increase in a particular diagnosis.
Production Analysis
The Production Analysis gives you a list of every procedure performed with the number of times it was performed by provider. It also includes the total dollar amount the provider has generated performing each procedure.
Hospital Summary
The Hospital Summary reports all patients currently in the hospital so that it may be used to assist the doctor on hospital rounds. Patients with an admit date will appear on the Hospital Summary. When the discharge date is entered, the patient will no longer appear on the report.
Payment Type Analysis
Payment Type Analysis lists by provider all payments received by payment type. It can be used to see how dependent a provider is on a particular insurance company for income.
Patient Balance List
This report will list every patient that has a balance. This is an accurate total of all outstanding balances. This report offers assistance in your collection efforts each month.
Location Analysis
The Location Analysis lists by location and by provider all charges, payments and write-offs. This report will help you compare the revenue generated at the different locations where you perform services.
A/R Profile Summary
The A/R Profile Summary gives totals based on the profiles set in your insurance and procedure files. This report allows you to see a more accurate figure of your expected receivables based on what the insurance companies usually pay rather than what you customarily charge.
Aged A/R Summary
This report lists all outstanding charges currently billed to self-pay patients and/or insurance carriers and their aging. The Aged Insurance Receivables, the Aged Patient Receivables, and Not Yet Billed Reports will add up to the totals on this report.
Bad Debt Reports
Designed to help your office keep track of the patients in collection and track collection agency accounts with ease.
Clinical Research Reports
Perfect Care for Windows gives you the advantage of printing a complete set of management reports daily, weekly, monthly, or on demand, to help your office keep track of the clinical history and demographics of patients.
Extended Recall System
The Perfect Care for Windows Extended Recall System is used to manage your correspondence with patients. The system is designed to work efficiently whether you are sending a single letter to a single patient, different letters to different patients, or the same letter to multiple patients.
Recall Letters
The Extended Recall Letter is a way of corresponding with your patients. You can create any type of form letter. Once you have composed the letter, you must add a patient recall for each patient to whom the letter is being sent.
Perfect Care Appointment System Reports
The Appointment Scheduling Module uses the patient database and gives the operator the ability to schedule appointments, separately for all your providers and practices, for years in advance. The system gives the operator tremendous flexibility in specifying not only when, but how appointments are scheduled. Once this intelligence has been built into the system, anyone can schedule appointments effectively and accurately.
The system displays a monthly calendar screen, showing each day in a color that represents the degree to which it is already booked for the specified provider. Each day is also depicted in a graphical format showing all available appointments and the number of patients scheduled for each slot. These graphical depictions give the operator the ability to add and change appointments efficiently; our complete set of managements reports allows your office to track them.
Appointment Summary
The Appointment Summary report is used to help the office staff keep track of appointments for the day. The report can be used to confirm or call patients to reschedule appointments. It can be printed by practice, provider, schedule or status. You can also designate the number of copies that you wish to print.
Appointments by Patient
Listed in alphabetical order, this printed report simplifies pulling files and is a valuable resource to personnel in contact with patients that might not have access to a computer. It can be used to obtain a list of all appointments for a particular patient if needed.
Appointment Detail
The Appointment Detail report tells you the time and reason for the patient's appointment and includes a comment field to insert your own notes. The report may be printed by practice, provider, schedule, or status. You may also indicate the number of copies to print. It may be printed on a daily basis and used to check in patients or for the doctor's reference.
New Patient Appointments
The New Patient Appointment report allows you to have all the patient demographics on hand when entering a new patient into a permanent account in Perfect Care. It also allows you to view all the patient information when preparing a chart or sending out new patient paperwork. This report can be printed by the date the appointment was entered or by the appointment date.
Appointment Balance
The Appointment Balance report allows you to obtain the financial status of your patients before they come in enabling you to collect payment at the time of service.
Open Appointments
The Open Appointments report allows you to see how many appointments you have booked for that day. You may use this report to schedule last minute appointments in the "Open Slots" and prevent overbooking. It may be printed by practice, provider, schedule, or status. You may choose the number of copies desired.
Appointment Detail with Open Slots
The Appointment Detail With Open Slots report allows you to obtain a list of everyone's appointment and the reasons that they are coming in that day. This report combines the Appointment Detail and the Open Appointment reports.
Perfect Care Managed Care Module and Reports
Health Maintenance Organization's are playing an ever-increasing role in the medical industry. Because co-payments and fee schedules are important aspects of HMO's, monitoring these numbers will help providers collect the most money allowed under their HMO Contract. Perfect Care for Windows can track HMO patients and services as well as monitor HMO charges, payments, and write-offs. This monitoring should result in accurate HMO payments and in maximum collection of co-payments with fewer hassles for providers.
Co-Payments
When a patient comes to your office for services, it is possible to look at the Inquire Screen to determine whether their insurance company requires a co-payment that you should collect at the time of the visit.
Referrals
If a referral is required by the patient's insurance company, you will want to verify that their referral has not expired at the time of service. The patient's authorization number, number of visits authorized, and authorization expiration date will be displayed on the Inquire Screen and the Patient Appointment Screen.
HMO Write-offs
Since many HMO's base their fee schedules on the average amount charged by providers, it might be in your best interest to bill standard fees to the HMO and make a separate write-off category for the difference between the approved amount and the charged. The HMO write-off will allow you to accurately determine how much it costs your practice to participate with that particular HMO.
HMO Profiles
By entering the HMO fee schedules into the procedure profile fields you can compare HMO promised amounts with the actual payments. When HMO payments are received, the approved amount will automatically be compared with the fee schedules and will warn you if the approved amounts are less than the agreed amounts.
Managed Care Capitation
The Managed Care Capitation Module is appropriate for use by primary care physicians who receive capitated payments from managed care plans.
Managed Care Reports
Perfect Care makes running your practice simple and analyzing it even easier. The Managed Care Module also includes RVU Analysis and a Capitation Tracking System. With the capitation tracking system you can calculate your average payment for encounter by managed care plan and track withholds by plan.
Payment Analysis by Practice
This report allows you to analyze collection ratios. The report can be sorted by practice, provider, insurance, referral, diagnosis, place of service, procedure or location.
Payment Comparison by Insurance
Compare primary insurance payments by procedure and by amount paid.
Charge Analysis by Insurance
Analyze the number of times a procedure code was entered and the total charge amount for each procedure within the defined time frame.
Write-off Analysis by Insurance
This report allows you to analyze the write-off amount for each write-off code and group those by the insurance that was responsible when the write-off was entered.
Customize Encounter Analysis
This report can sort encounters by practice, provider, insurance, referral, patient, location, procedure, zip code, gender and age
Managed Care RVU Analysis
This option monitors production by RVU’s instead of by dollar amount.
Captitation Analysis Report
This report will allow you to analyze your capitation from month to month and compare one insurance with another.
ChartMaker® is a speech-enabled, pen-based, and template-driven system of Electronic Medical Records, designed to produce legible, detailed patient charts to help comply with E&M guidelines by helping you to determine the correct E&M code from the completed office note.
(Click below)
