Utilizing the Aging Billing Report in iClinic

1. Introduction 

• Purpose: This guide provides detailed, step-by-step instructions on how to effectively utilize the Aging Billing Report feature within the MDLand iClinic system. 

• Key Features: Accessing the report, applying filters for specific data, analyzing aging claims, exporting reports, and printing for documentation. 

2. Accessing the Aging Billing Report 

1. Log In:  

• Sign in to your MDLand iClinic account using your credentials. 

2. Locate the Reports Icon:  

• Click on the Reports Icon under the Billing / Account Reports section. 

3. Navigate to Aging Billing Report:  

• Click on Aging Billing to open the report. 

4. New Tab Opens:  

• A new tab will open within iClinic, displaying different filter options and data columns. 

3. Understanding Report Columns 

• Insurance Column: Shows the insurance companies associated with claims. 

• Patient Column: Lists patient names linked to the claims. 

• Balance Column: Displays the outstanding balances. 

• DOS (Date of Service) Column: Indicates when services were provided. 

• Days Column: Shows the number of days claims have been outstanding. 

• EMC Column: Indicates electronic medical claim submission status. 

• Status Column: Displays the status of each claim (e.g., pending, paid, denied). 

4. Applying Filters for Specific Data 

A. Filtering by Provider 

1. Select a Specific Doctor:  

• Use the Doctor Dropdown on the left-hand side to choose a specific provider. 

2. View All Providers:  

• Select All Doctors to view claims across the clinic. 

B. Filtering by Patient 

1. View Aging Claims for One Patient:  

• Select the One Patient Radio Button. 

• A search box will pop up—search by Last Name, First Name, Date of Birth, Patient ID, or Address. 

• Click Go, select the correct patient, and view their aging claims. 

2. View All Patients:  

• Select All Patients to display aging claims for every patient in the clinic. 

C. Filtering by Aging Days 

1. Set Aging Days:  

• Use the Aging Days Filter to set specific time frames, such as:  

• Over 30 to 730 Days: Displays claims outstanding from 30 days up to 2 years. 

2. Important:  

• Always enter numbers in both the Over and To fields to avoid defaulting to zero. 

D. Filtering by Date of Service (DOS) 

1. Adjust DOS Filters:  

• Switch to the Filter by DOS option. 

• Enter dates manually or use the Calendar Icon to select. 

5. Analyzing Data with Visual Tools 

A. Bar Graph View 

1. Activate Bar Graph:  

• Click the Bar Graph Icon in the upper-left corner. 

2. Analyze Percentage Data:  

• View the percentage of aging claims per insurance. 

• Analyze the balance percentage that still needs to be paid. 

B. Chart View 

1. Switch to Chart View:  

• Click the Chart Icon next to the bar graph icon. 

2. Analyze by Time Period:  

• Data will be organized by time intervals (e.g., 30, 60, 90 days). 

• Review claims outstanding within each time period. 

6. Exporting and Printing Reports 

A. Export to Excel 

1. Export Data:  

• Click the To Excel button at the top of the page. 

2. Download File:  

• In Google Chrome, the file will download automatically. 

• Locate the file (e.g., aging_billing.xls) in the bottom-left corner of the screen. 

3. Open and Customize:  

• Open the file in Microsoft Excel to make custom adjustments. 

B. Printing the Report 

1. Initiate Printing:  

• Click Print List near the top of the screen. 

2. Print Control Settings:  

• The Print Control Box will appear. 

• Click Print to open the print preview in a new tab. 

3. Finalize Printing:  

• In Google Chrome, click the Blue Print Button to print the report. 

7. Navigating Long Reports 

• Total Pages: Shows the total number of report pages. 

• Current Page: Indicates which page you are viewing. 

• Go to Page: Enter a specific page number to navigate quickly. 

• Arrow Keys:  

• Use arrows to move to the First, Previous, Next, or Last page. 

8. Best Practices 

• Double-Check Filters: Ensure correct filters are applied before generating reports. 

• Regular Exports: Periodically export reports to maintain accurate billing records. 

• Review Aging Claims: Regularly monitor aging claims to follow up on overdue payments. 

9. Troubleshooting Tips 

• Data Not Loading:  

• Confirm filters are correctly set. 

• Refresh the page if issues persist. 

• Excel Export Issues:  

• Ensure pop-ups are enabled in your browser. 

• Check for download permissions if the file doesn’t appear. 

• Printing Problems:  

• Verify printer settings. 

• Ensure the correct printer is selected in the print dialog. 

10. Support Guidelines 

• In-App Support: Use the MDLand iClinic help feature for immediate assistance. 

• Technical Support: Contact IT support for technical issues related to billing reports. 

• Billing Department: Consult for questions regarding outstanding claims and payments. 

Thank you for following this guide. Effective use of the Aging Billing Report ensures accurate financial tracking and efficient revenue cycle management.