The Appointment status report details the financial and documentation status of every appointment in your practice. This report allows you to easily see client billing, insurance billing, and documentation history for a client, including identifying discrepancies so that you can make the corrections you need. In this guide, we’ll cover:
- Accessing the Appointment status report
- Viewing the Appointment status report for a specific client
- Practice billers viewing the Appointment status report
- Best practices for the Appointment status report
Accessing the Appointment status report
You can access the Appointment status report from two locations:
- From the left navigation menu: Analytics > Reports > Appointment status
- A client's Overview page > Appointment Status Report
Note: If you access the Appointment status report from a client's Overview page, the report will only include that specific client's billing and appointment history.
Viewing the Appointment status report for a specific client
When viewing a specific client’s Appointment status report, the default view shows you the appointment details as well as the client's financial responsibility.
Set the appointments you'd like to display by adjusting the date range. You can also filter which appointments are displayed based on their status by clicking All > Paid, Unpaid, Uninvoiced/Unbilled, or Overpaid.
You can select …More > Include Insurance to display the Insurance Responsibility section of the report and/or …More > Include Documentation to display the section of the report that details the Progress Note Status.
Additionally, if you've created a claim for an appointment, you'll see a Details link under the Insurance Responsibility section if Include Insurance is selected.
Clicking Details for an appointment will take you to a consolidated Payment overview page. This page will give you access to Payment Report(s) if they're available. It also includes direct links to the insurance payments associated with the appointment you're viewing, so you can make any adjustments if necessary. You can identify an appointment that has an issue and make the adjustments from this report by clicking the relevant insurance payment link.
Practice billers viewing the Appointment status report
In group practices, practice billers can access this report to view the status of an appointment’s progress note. When practice billers navigate to Reports > Appointment status, they can click …More > Include Documentation. A column will appear to view the Progress Note Status for each appointment.
Note: Practice billers are unable to view the contents of progress notes. They only have access to this report to see whether progress notes have been completed.
You can find each Progress Note Status meaning below:
|
Progress Note Status |
Meaning |
|
No note |
There isn’t a note written for this appointment. |
|
Unlocked |
This note has been written and saved, but it hasn’t been signed by the clinician. |
|
Supervision |
This note has been signed by the supervisee, but is waiting for their Supervisor’s review and signature. |
|
Locked |
This note has been locked and signed by the clinician and their Supervisor, if they’re pre-licensed. |
Best practices for the Appointment status report
The Appointment status report is a great tool to find pieces of data beneficial to your practice, including:
- How many sessions you or another clinician in your practice has held
- How many sessions are associated with a specific CPT code
- How many units there are for any given date of service
- If there are progress notes missing from any appointments
- If there are appointments that haven’t been invoiced
- Which appointments are unpaid for your practice
-
Which appointments are contributing to an insurance balance or credit for your client(s)
- For more information on this, see Resolving an insurance balance or credit
You can also narrow down your results to a specific date range by using the calendar dropdown menu.
If multiple clients are included in a group appointment, a row will appear for each client in the Appointment status report. This means that the same group appointment can appear in this report multiple times.
A group appointment’s progress note status is based on the group note. If a group note isn’t added to the appointment, the status for that client will appear as No Note, regardless of whether an individual note has been added for that client.
Note: This also applies to the client’s own Appointment status report.
We also recommend exporting this report as a CSV or Excel file to manipulate the data in ways that are beneficial for you and your practice. To do this:
- Navigate to Reports > Appointment status
- Click Export
- Select CSV or Excel
The selected file will automatically begin downloading to your computer.