Utilizing the Insurance Patient Payment Summary Report in iClinic

1. Introduction 

• Purpose: This guide provides comprehensive, step-by-step instructions for effectively utilizing the Insurance Patient Payment Summary Report feature within the MDLand iClinic system. 

• Key Features: Accessing the report, applying filters, viewing payment details, exporting data to Excel, and printing reports for billing and patient account management. 

2. Accessing the Insurance Patient Payment Summary Report 

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 the Insurance Patient Payment Summary Report:  

• Under the Billing Account Reports section on the right side near the top, click on Insurance Patient Payment Summary. 

4. Report Interface:  

• You will see options and filters on the left-hand side and grouping options at the top (by insurance or date). 

3. Applying Filters for Specific Data 

A. Date Filters 

1. Select Date Type:  

• Choose from Date of Service (DOS), Deposit Date, Entry Date, or Claim Date. 

2. Date Range Options:  

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

• Custom Range: Use the From and To fields with calendar icons to set specific dates. 

1. Hit Enter on your keyboard, or Click on Refresh to update the data. 

B. Grouping Options 

1. Group by Insurance:  

• Select the checkbox next to Group by Insurance to organize data by insurance provider. 

2. Group by Date:  

• Select the checkbox next to Group by Date to organize data chronologically. 

C. Provider and Location Filters 

1. Provider Filter:  

• Select a specific provider from the Doctor Dropdown or choose All Doctors. 

2. Office Location Filter:  

• Choose a specific office location or select All Locations. 

D. Additional Filters 

1. Tax ID Filter:  

• Choose a specific Tax ID from the dropdown, or leave blank for a cumulative report. 

2. Patient Filter:  

• Select One Patient and search using Name, Date of Birth, or Address. 

• Select All Patients to view data for all patients. 

3. Status Filter:  

• Choose from:  

• Paid (only accounts marked as paid) 

• Processed (accounts in processed status) 

• Both (combines paid and processed accounts) 

4. Check/EFT Number Filter:  

• Enter the Check or EFT Number to filter payments by specific transactions. 

5. Facility Filter: 

• Click to choose from: 

• ALL Facility 

• No Facility 

• Actual Clinical Facilities (Can be more than one option depending on how many facilities an office has). 

6. Billing Type: 

• Choose from: 

• 1st Insurance (Primary Claim) 

• 2nd Insurance (Secondary Claim) 

• 3rd Insurance (Tertiary Claim) 

7. Payment Method: 

• Choose from: 

• Regular (Normal Medical Claims from an Office Visit) 

• CCM (Chronic Care Management Specific Claims from our CCM Module) 

• RPM (Remote Patient Monitoring Claims from our RPM Module) 

• Capitation-Visit (Capitation Claims from Visit Level) 

• Capitation-Monthly (Capitation Claims from a Monthly Level) 

• DFT (DFT Program Specific Claims)  

• PCM (Principle Care Management Claims from our PCM Module) 

• BHI (Behavioral Health Initiative Claims from our BHI Module) 

8. Adjustment Code: 

• Allows the report to be filter based on Adjustment Codes found in the ERA. (Requires ERA Service). 

• Choose from the dropdown list of codes. 

9. Total Charge: 

• Place a checkmark in the box next to Primary Charge Only, if you wish to only see the charges from the Primary Claims. 

4. Viewing Payment Details 

1. View by Insurance:  

• Click on the Insurance Name (highlighted in blue) to view payment details. 

• Alternatively, check the box next to the insurance name and click View Payment Detail. 

2. Payment Detail Screen:  

• Displays:  

• Patient Name 

• Date of Service (DOS) 

• Location 

• Billing ID 

• Insurance Name 

• ICD Codes 

• CPT Codes 

• Charges 

• Insurance Payments 

• Patient Balance Owed 

• Patient Payments 

• Unapplied Payments 

5. Exporting the Report 

1. Export to Excel:  

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

1. Please Note: If you want to export the View Payment Details. Then Click To Excel AFTER clicking View Payment Detail. 

2. Download the File:  

• The file will download as insurance_patient_payment_summary.xls. 

3. Open the File:  

• Click the downloaded file to open it in Microsoft Excel. 

• Data columns will match the on-screen report. 

6. Printing the Report 

1. Initiate Printing:  

• Click the Print List button. 

2. Print Control Settings:  

• A new window will open within iClinic. 

• Click Print under the Print Control section. 

3. Finalize Printing:  

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

7. Generating Statements of Account 

1. Select Patients:  

• Check the box next to the patients who need statements. 

2. Generate Statement:  

• Click Statement of Account. 

3. Print Statement:  

• A new window will open displaying the statement. 

• Click the Printer Icon in the upper right corner to print. 

8. Sending Correspondence Letters 

1. Access Correspondence Options:  

• Click the Correspondence button. 

2. Select Correspondence Type:  

• Choose from:  

• 90-Day Letter 

• 120-Day Collection Letter 

• Missed Appointment Letter 

• Bad Debt Status 

• Other Correspondence Types 

3. Print Correspondence:  

• Select the letter and click Print to generate hard copies. 

9. Best Practices 

• Consistent Date Filters: Always verify date ranges for accurate reporting. 

• Data Review: Review payment details before exporting or printing. 

• Secure Data Handling: Ensure patient data is handled securely when exporting or printing reports. 

10. Troubleshooting Tips 

• Missing Data:  

• Verify date range and filters. 

• Refresh the page if needed. 

• Export Issues:  

• Ensure browser pop-ups are enabled. 

• Check download folder permissions. 

• Printing Problems:  

• Confirm printer settings and connectivity. 

11. Support Guidelines 

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

• Technical Support: Contact IT support for technical issues related to report generation or exports. 

• Billing Department: Consult for questions regarding patient payments, insurance claims, and account management. 

Thank you for following this guide. Effective use of the Insurance Patient Payment Summary Report ensures accurate payment tracking, streamlined billing processes, and improved patient account management.