Generate Aging Report

The Aging report is used to identify the patients with outstanding amounts and track the pending payable the practice has to receive from the patient. It also shows the Net A/R the practice needs to collect. The report shows data from the data warehouse which means it shows data as of 11:59 PM yesterday, local time.

This report shows real-time data and is available in 4 views: Summary, Patient, Unapplied Credits, and Detail View.

Use Cases

• Monitor pending payments owed to the practice from patients, and easily determine when patient statements should be issued.
• Combine Total Outstanding and Patient Unapplied Credits for patients with outstanding balances to calculate Net Accounts Receivable (A/R).

Let's get started!

• Navigate to the System Menu > select Operational Reports under Insights.

• Click the + icon on the left or the Generate Report button on the right for the chosen report.

Click here to learn how to save and manage your saved filter criteria in operational reports.

Explore below to learn more about the desired views, filter criteria, and results.

Summary View ⌵

The Summary View of the Aging Report shows the total aging amount in different aging buckets and also shows the contracted balance and the total outstanding.

Let us explore the filters:

No	Filters	Description
1	Aging Date Range*	Recent Aging offers an As of day date picker for up to 30 days previous to your current date. When you select Historic Aging, the As of day section will present modified options choosing which you can pick individual months for the current as well as the previous year. This option does not let you pick dates within the month but covers the chosen month(s) wholly.
2	As of day*	Select the date till which the aging needs to be shown. By default, the date will be for the current date.
3	Group By*	Choose to group the report by either Location, Clinician, or None.
4	Calculate Age Using*	Choose whether to calculate aging based on the Date of Treatment or Transaction Date. It is recommended to choose the Date of treatment if you would like to know precisely how long the related balances have been aging since the treatment was done and not when it was transactionally entered into the system. But if you would like to carry out a comparative analysis or review any discrepancy in the aging buckets do feel free to run a report by the Transaction Date.
5	Aging Bucket*	Choose whether to generate data based on aging till 120 days or aging till 180 days.  *By default, Till 120 will be selected.
6	Include Production From	Choose whether to include only Native Production, Migrated Production, or both. Native Production presents payment balances for the production completed within CareStack while Migrated Production covers those outstanding balances for any production brought over from their previous system into CareStack for practices to review.
7	Location*	Select the location(s) to focus the report on the treatment location(s).  *By default, the location will be the user’s default location.
8	Speciality	Choose whether to focus your report on clinicians who have the selected speciality.
9	Clinician	Choose whether to focus your report on the selected treatment clinician(s).
10	Exclude Patients with Flag	Choose to exclude patients with the selected flag.
11	Include Patients with Flag	Choose to include patients with the selected flag.
12	Show Separate Section for Migrated Production	Check this box, to display the aging of migrated production as a separate section.
13	Exclude Inactive Clinicians	Checkmark this option if you would like to exclude Inactive Clinicians from the report.

Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.

Generation/Download Criteria

• Due to data volume, reports with more than 5 Treatment Locations will not be generated on-screen.
• Reports meeting these criteria will be accessible in the Scheduled Downloads section.

Result - Summary View

Now, let us take a look at the results of the Aging Report (Summary View).

• 0-30: The outstanding amount that has remained unpaid for 30 days or less. 
• 31-60: The outstanding amount that has remained unpaid for at least 31 to 60 days.
• 61-90: The outstanding amount that has remained unpaid for at least 61 to 90 days.
• 91-120: The outstanding amount that has remained unpaid for at least 91 to 120 days.
• 121-150: The outstanding amount that has remained unpaid for at least 121 to 150 days.
• 151-180: The outstanding amount that has remained unpaid for at least 151 to 180 days.
• Over 120: The outstanding amount that has remained unpaid for more than 120 days.
• Over 180: The outstanding amount that has remained unpaid for more than 180 days.
• Contracted Balance: The balance the patient must pay from the contracted amount.
• Total OutSt.(Out Standing): The total outstanding amount (including contracted balance) that remained unpaid till the date selected.

Click on the blue-coloured entries to view more information on the corresponding entries.

Patient View ⌵

The Patient View of the report will display the patient-level aging information.

Let us explore the filters:

No	Filters	Description
1	Aging Date Range*	Recent Aging offers an As of day date picker for up to 30 days previous to your current date. When you select Historic Aging, the As of day section will present modified options choosing which you can pick individual months for the current as well as the previous year. This option does not let you pick dates within the month but covers the chosen month(s) wholly.
2	As of day*	Select the date till which the aging needs to be shown. By default, the date will be for the current date.
3	Group By*	Choose to group the report by either Location, Clinician, or none.
4	Calculate Age Using*	Choose whether to calculate aging based on the Date of Treatment or Transaction Date. It is recommended to choose the Date of Treatment if you would like to know precisely how long the related balances have been aging since the treatment was done and not when it was transactionally entered into the system. But if you would like to carry out a comparative analysis or review any discrepancy in the aging buckets do feel free to run a report by the Transaction Date.
5	Aging Bucket*	Choose whether to generate data based on aging till 120 days or aging till 180 days.  *By default, Till 120 will be selected.
6	Include Production From	Choose whether to include only Native Production, Migrated Production, or both. Native Production presents payment balances for the production completed within CareStack while Migrated Production covers those outstanding balances for any production brought over from their previous system into CareStack for practices to review.
7	Location*	Select the location(s) to focus the report on the treatment location(s).  *By default, the location will be the user’s default location.
8	Speciality	Choose whether to focus your report on clinicians who have the selected speciality.
9	Clinician	Choose whether to focus your report on the selected treatment clinician(s).
10	Exclude Patients with Flag	Choose to exclude patients with the selected flag.
11	Include Patients with Flag	Choose to include patients with the selected flag.
12	Aging Group By*	Choose to group by Account Aging or Patient Aging.
13	Show Account/Patient Having Balance On	Choose whether to focus the report on patients/accounts with aging in a specific aging bucket.
14	Aging Bucket Outst. Amount (Aging Bucket Out Standing Amount)	Set an outstanding amount to focus the report on patients/accounts with an aging bucket outstanding amount greater than the entered value.
15	Columns	Choose the columns that you would like to see in the report. *By default, all columns except for Email, Mobile, Address, and Tx Location would be selected.
16	Show Separate Section for Migrated Production	Check this box, to display the aging of migrated production as a separate section.
17	Exclude Inactive Clinicians	Checkmark this option if you would like to exclude Inactive Clinicians from the report.
18	Exclude Patients with Outstanding Patient Balance <= Unapplied Credits	Checkmark this option to exclude patients with a Net Balance less than or equal to Zero. (Net Balance = Outstanding Patient Balance - Unapplied Credits)

Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.

Generation/Download Criteria

• Due to data volume, reports with more than 5 Treatment Locations will not be generated on-screen.
• Reports meeting these criteria will be accessible in the Scheduled Downloads section.

Result - Patient View

Now, let's take a look at the results of the Aging Report (Patient View).

• RP/Patient Name: The name of the patient/responsible party. When grouped by account, the patient name shows the name of the RP of the account.
• RP/Patient ID: The system-assigned number used to identify this patient and their records. On clicking on the Patient ID, the user is taken to the patient's ledger.
• Unapplied Credits: The credits the patient has available on their account, if any.
• Email: The email id of the patient.
• Mobile: The mobile number of the patient.
• Address: The address of the patient. 
• Default Location: The default location of the patient.
• Tx. Location: The treatment location against which the unpaid balance remains.
• 0-30: The outstanding amount that has remained unpaid for 30 days or less. 
• 31-60: The outstanding amount that has remained unpaid for at least 31 to 60 days.
• 61-90: The outstanding amount that has remained unpaid for at least 61 to 90 days.
• 91-120: The outstanding amount that has remained unpaid for at least 91 to 120 days.
• 121-150: The outstanding amount that has remained unpaid for at least 121 to 150 days.
• 151-180: The outstanding amount that has remained unpaid for at least 151 to 180 days.
• Over 120: The outstanding amount that has remained unpaid for more than 120 days.
• Over 180: The outstanding amount that has remained unpaid for more than 180 days. 
• Total Estimate: The total payable remaining against this patient.
• Contracted Balance: The balance amount the patient has to pay from the contracted amount.
• Total OutSt.(Out Standing): The total outstanding amount (including contracted balance) that remained unpaid till the selected date.
• Last Payment Date: The date of the last payment made by the patient.
• Last Payment Amount: The amount corresponding to the last payment made by the patient.
• Last Statement Date: The date corresponding to the last statement generated for the patient.

Click on the blue-coloured entries to view more information on the corresponding entry.

Detail View ⌵

The Detail View shows detailed information on the aging including the patient name, DOS of the associated aging entry, unapplied credits, carrier, the different aging bucket values, total outstanding, etc.

Let us explore the filters:

No	Filters	Description
1	Aging Date Range*	Recent Aging offers an As of day date picker for up to 30 days previous to your current date.When you select Historic Aging, the As of day section will present modified options choosing which you can pick individual months for the current as well as the previous year. This option does not let you pick dates within the month but covers the chosen month(s) wholly.
2	As of day*	Select the date till which the aging needs to be shown. By default, the date will be for the current date.
3	Group By*	Choose to group the report by either Location, Clinician, or none.
4	Calculate Age Using*	Choose whether to calculate aging based on the Date of Treatment or Transaction Date.It is recommended to choose the Date of Treatment if you would like to know precisely how long the related balances have been aging since the treatment was done and not when it was transactionally entered into the system. But if you would like to carry out a comparative analysis or review any discrepancy in the aging buckets do feel free to run a report by the Transaction Date.
5	Aging Bucket*	Choose whether to generate data based on aging till 120 days or aging till 180 days. *By default, Till 120 will be selected.
6	Include Production From	Choose whether to include only Native Production, Migrated Production, or both. Native Production presents payment balances for the production completed within CareStack while Migrated Production covers those outstanding balances for any production brought over from their previous system into CareStack for practices to review.
7	Location*	Select the location(s) to focus the report on the treatment location(s). *By default, the location will be the user’s default location.
8	Speciality	Choose whether to focus your report on clinicians who have the selected speciality.
9	Clinician	Choose whether to focus your report on the selected treatment clinician(s).
10	Exclude Patients with Flag	Choose to exclude patients with the selected flag.
11	Patient	Choose whether to focus your report on selected patients.
12	Include Patients with Flag	Choose to include patients with the selected flag.
13	Show Account/Patient Having Balance On	Choose whether to focus the report on patients/accounts with aging in a specific aging bucket.
14	Aging Bucket Outst. Amount* (Aging Bucket Out Standing Amount)	Set an outstanding amount to focus the report on patients/accounts with an aging bucket outstanding amount greater than the entered value.
15	Columns	Choose the columns that you would like to see in the report.
16	Show Separate Section for Migrated Production	Check this box, to display the aging of migrated production as a separate section.
17	Exclude Inactive Clinicians	Checkmark this option if you would like to exclude Inactive Clinicians from the report.
18	Exclude Patients with Outstanding Patient Balance <= Unapplied Credits	Checkmark this option to exclude patients with a Net Balance less than or equal to Zero. (Net Balance = Outstanding Patient Balance - Unapplied Credits)

Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.

Generation/Download Criteria

• Due to data volume, reports with more than 5 Treatment Locations will not be generated on-screen.
• Reports meeting these criteria will be accessible in the Scheduled Downloads section.

Result - Detail View

Now, let's take a look at the results of the Aging Report (Detail View).

• Patient Name: The name of the patient.
• Patient ID: The system-assigned number used to identify this patient and their records. On clicking on the Patient ID, the user is taken to the patient's ledger.
• Unapplied Credits: The credits the patient has available on their account, if any.
• Email: The email id of the patient.
• Mobile: The mobile number of the patient.
• Address: The address of the patient.
• Default Location: The default location of the patient.
• Trans. Date(Transaction Date): The date the transaction (code/adjustment) was recorded as completed in the system and has an outstanding payable.
• D.O.S.: The date of treatment of the code which has an outstanding payable.
• 0-30: The outstanding amount that has remained unpaid for 30 days or less.
• 31-60: The outstanding amount that has remained unpaid for at least 31 to 60 days.
• 61-90: The outstanding amount that has remained unpaid for at least 61 to 90 days.
• 91-120: The outstanding amount that has remained unpaid for at least 91 to 120 days.
• 121-150: The outstanding amount that has remained unpaid for at least 121 to 150 days.
• 151-180: The outstanding amount that has remained unpaid for at least 151 to 180 days.
• Over 120: The outstanding amount that has remained unpaid for more than 120 days. 
• Over 180: The outstanding amount that has remained unpaid for more than 180 days. 
• Pat. Est: The total patient payable.
• Contracted Balance: The balance amount the patient has to pay from the contracted amount.
• Total OutSt.(Out Standing): The total outstanding amount (including contracted balance) that remained unpaid till the date selected.
• Last Payment Date: The date of the last payment made by the patient.
• Last Payment Amount: The amount corresponding to the last payment made by the patient.
• Last Statement Date: The date corresponding to the last statement generated for the patient.

Click the blue-coloured entries to view more information on the corresponding entries.

Unapplied Credits View ⌵

The Unapplied Credits View of the report will display detailed information. This report shows the consolidated credit balance.

No	Filters	Description
1	Aging Date Range	Recent Aging offers an As of day date picker for up to 30 days previous to your current date. When you select Historic Aging, the As of day section will present modified options choosing which you can pick individual months for the current as well as the previous year. This option does not let you pick dates within the month but covers the chosen month(s) wholly.
2	As of Day*	Select the date till which the aging needs to be shown. By default, the date will be for the current date.
3	Treatment Location*	Select the location(s) to focus the report on the treatment location(s).  *By default, the location will be the user’s default location.

Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.

Generation/Download Criteria

• Due to data volume, reports with more than 5 Treatment Locations will not be generated on-screen.
• Reports meeting these criteria will be accessible in the Scheduled Downloads section.

Result - Unapplied Credits View

Now, let us take a look at the results of the Aging Report (Unapplied Credits View).

• Patient Name: The name of the Patient.
• Receipt #: The system-assigned number used to identify the payment entered into the system.
• Receipt Location: The location against which the receipt has been created.
• Payment Date: The date the payment was made.
• Transaction Date: The date the payment was recorded in the system. 
• Payment Amount: The total amount of the receipt.
• Unapplied Amount: The unapplied amount remaining on the receipt.

Click the blue-coloured entries to view more information on the corresponding entries.

Permissions ⌵

If users in your practice cannot use this report, please ensure that the relevant permissions are enabled.

To enable Permissions for the Aging Report:

• Navigate to the System Menu >select Practice Settings > Administration > Profiles.

• Click Manage Permissions for the intended profile.

• Select Insights.
• Checkmark the Generate Aging Report under Operational Reports to enable the permission.
• Click Save.

Practices can use this comprehensive guide to efficiently generate reports, explore various use cases, and apply the necessary filter criteria to generate the desired report. Following this guide will help you create reports quickly, understand the different views available, and customise reports to meet specific needs.