Utilizing the Payment Report in iClinic

1. Introduction 

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

• Key Features: Accessing the report, applying filters for specific data, grouping payment results, exporting data to Excel, and printing reports for billing and financial management. 

2. Accessing the Payment 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 Payment Report:  

• Under the Billing/Account Reports section, click on Payment Report. 

4. Report Interface:  

• The Payment Report interface will display options and filters on the left-hand side to customize the report. 

3. Applying Date Filters 

1. Filter by Date:  

• Select the date range based on:  

• Create Date: The date the payment was created. 

• Pay Date: The date the payment was made. 

2. Preset Date Ranges:  

• Choose from preset ranges:  

• 1 Day, 7 Days, 30 Days, 90 Days 

3. Custom Date Range:  

• Click the Calendar Icon to select a specific start and end date for custom date ranges. 

• Click Enter or Refresh after choosing the dates. 

4. Grouping Payment Results 

1. Group by Insurance:  

• Select this option to organize payments based on the insurance company. 

• Note: If the insurance field is blank, the payment is likely a Self-Pay Account. 

2. Group by Facility:  

• Select this option to organize payments based on the facility where the services were provided. 

5. Filtering by Provider 

1. Select Specific Provider:  

• Use the Provider Dropdown to filter payments by a specific provider. 

2. View All Providers:  

• Leave the default selection as All Providers to view payments for the entire clinic. 

6. Calculating the Report 

1. Calculate by Date of Service (DOS):  

• Includes all claims within the selected Date of Service range. 

2. Calculate by Pay Date:  

• Focuses on claims with a Pay Date entered in the account section. 

• Note: Ensure Pay Dates are accurately recorded to maintain data integrity. 

7. Reviewing Payment Totals 

• The Total Payment Amounts may differ depending on whether you calculate based on the Date of Service or the Pay Date. 

• Always verify payment entries and ensure proper workflow practices are followed for accuracy. 

8. Exporting the Report to Excel 

1. Export Data:  

• After applying the desired filters, click the To Excel button. 

2. Download Process:  

• In Google Chrome, the file will appear in the bottom-left corner as payment_report.xls. 

3. Open the File:  

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

• The report will display columns similar to the iClinic interface. 

9. Printing the Payment Report 

1. Initiate Printing:  

• Click the Print List button to start the printing process. 

2. Print Preview:  

• A new tab will open within iClinic, displaying a print-friendly version of the report. 

3. Finalize Printing:  

• Click the Print button in the browser. 

• In Google Chrome, click the Blue Print Button to complete the printing process. 

10. Best Practices 

• Regular Monitoring: Run the Payment Report regularly to track payment trends and ensure financial accuracy. 

• Verify Data Accuracy: Double-check payment records, especially when using the Pay Date filter. 

• Secure Data Handling: Handle sensitive payment data securely when exporting or printing reports. 

11. Troubleshooting Tips 

• Missing Data:  

• Ensure the correct date range and filters are applied. 

• Verify that Pay Dates are entered correctly in the account section. 

• Export Issues:  

• Confirm your browser allows downloads and pop-ups. 

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

• Printing Problems:  

• Verify printer settings. 

• Ensure the printer is properly connected. 

12. 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, exporting, or printing. 

• Billing Department: Consult for questions regarding payment tracking, insurance claims, and account management. 

Thank you for following this guide. Effective use of the Payment Report ensures accurate financial tracking, streamlined billing processes, and improved revenue cycle management.