Utilizing the Day Sheet for Billing Manager in iClinic

1. Introduction 

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

• Key Features: Accessing the day sheet, applying filters, analyzing patient and insurance payments, managing self-pay accounts, manually posted EOBs, and claim productivity. 

2. Accessing the Day Sheet for Billing Manager 

1. Log In:  

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

2. Locate the Reports Icon:  

• Click on the Reports Icon from the dashboard. 

3. Navigate to Day Sheet for Billing Manager:  

• Under the Billing/Account Reports section, click on Day Sheet for Billing Manager. 

4. New Tab Opens:  

• A new tab will open within iClinic, displaying the report under the Patient Payment section with options and filters on the left side. 

3. Applying Filters for Patient Payments 

A. Date Filters 

1. Select Date Type:  

• Choose from Date of Entry, Date of Service, or Paid Date. 

2. Date Range Options:  

• Choose preset ranges: 1, 7, 30, or 90 days. 

• Custom Range: Use the From and To fields to select a custom date range. 

1. Click Enter on your keyboard, or click the refresh button to update the data. 

B. Provider Filter 

• Select Provider:  

• Click the Provider Dropdown to choose the provider associated with the payment. 

• Select All to view payments for the entire clinic. 

C. Payment Method Filter 

• Choose from the dropdown:  

• Cash, Check, Credit Card, E-Pay, Stripe Terminal, Directly from 3rd Party, Digital Payment, Other 

• Select All to view payments regardless of the method used. 

D. Pay Type Filter 

• Filter by:  

• Copayment, Self-Pay, Deductible, Coinsurance, Deposit, Patient Balance 

• Select All to view all payment types. 

E. Location and Facility Filters 

• Location: Select a specific office location or All for all locations. 

• Facility: Choose a specific facility or All for all facilities. 

4. Grouping Payment Data 

• Group by Provider: Select the radio button next to By Provider. 

• Group by Data Entry User: Select the radio button next to By Entered By. 

5. Viewing Patient Payment Details 

1. Click on the Patient’s Name:  

• Names will appear in blue; clicking on them redirects you to the patient’s Payment Account Tab. 

2. Manage Payments:  

• Correct payment errors. 

• Print receipts if needed. 

6. Viewing Insurance Payments 

1. Click on Insurance Payment:  

• Located at the top of the screen. 

2. Expand Payment Details:  

• Click the Green Plus (+) next to the insurance name. 

• View Check Number, Check Amount, and Claims Paid. 

3. View Account Details:  

• Click on the Account Number (in blue) to access the related account. 

4. Manage Accounts:  

• Check EOBs. 

• Update payments. 

• Bill next insurance or patient. 

• Change account status. 

5. Calculate Total Pay Amount: 

• Under Count By Choose either: 

1. Account Balance – The total insurance balance in the patient’s account will be used 

2. Insurance Payment – The total amount of payments made to that account will be used. This can include multiple EOBs for one patient. 

7. Managing Self-Pay Accounts 

1. Access Self-Pay Accounts:  

• Click on the Self-Pay Account Button. 

2. Group Options:  

• Group by Provider or Data Entry User. 

3. Manage Accounts:  

• Balance patient accounts. 

• Generate payment letters. 

• Change account status. 

8. Viewing Manually Posted EOBs 

1. Click on Manually Posted EOB:  

• Located at the top of the screen. 

2. Adjust Filters:  

• Filter results by Date Range, Location, or Data Entry User. 

3. View Account Details:  

• Click on the Billing ID (in blue) to access the related account. 

4. Manage Accounts:  

• Check EOBs. 

• Update payments. 

• Bill next insurance or patient. 

• Change account status. 

9. Monitoring Claim Productivity 

1. Click on Claim Productivity:  

• Located at the top of the screen. 

2. Group Results By:  

• Claim, Claim Creator, Insurance, Billing Provider 

3. Filter Claims:  

• Apply filters to narrow down specific claims. 

4. View Claim Details:  

• Click on the Date of Service (in blue) to view the related claim account. 

5. Manage Claims:  

• Check EOBs. 

• Update payments. 

• Bill next insurance or patient. 

• Change account status. 

10. Exporting and Printing Reports 

A. Export to Excel 

1. Click on To Excel:  

• Located at the top of the screen. 

2. Download File:  

• The file will download as daily_sheet.xls. 

3. View in Excel:  

• Open the file to see the report data in spreadsheet format. 

B. Printing Reports 

1. Click on Print List:  

• Located at the top of the screen. 

2. Print Settings:  

• A new page will open in iClinic. 

• Click Print to generate a hard copy of the report. 

11. Best Practices 

• Double-Check Filters: Ensure all filters are set correctly before generating reports. 

• Regular Exports: Export reports periodically to maintain backups. 

• Review Payment Details: Regularly check payment details for accuracy. 

12. Troubleshooting Tips 

• Data Not Displaying:  

• Verify date range and filters. 

• Refresh the page if needed. 

• Export Issues:  

• Ensure pop-ups are enabled. 

• Check download permissions. 

• Printing Problems:  

• Confirm printer settings. 

• Verify correct printer selection. 

13. 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 payments, claims, or account management. 

Thank you for following this guide. Effective use of the Day Sheet ensures accurate billing management, payment tracking, and streamlined financial operations.