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Income Received: How the report is calculated

The Income Received report allows individual clinicians to stay up to date on their earnings and gives administrators of group practices the ability to calculate payroll using Pay Period Snapshots. This report offers a detailed breakdown of exactly what composes a practice’s total revenue, and it can be exported as a CSV file at any time.

Note: This report will vary slightly depending on whether you run a solo practice, or if you have a group practice with multiple clinicians.

In this guide we’ll cover:


Using the Income Received report as a solo practice

For solo practices, the Income Received report offers a detailed breakdown of exactly how much of your income is attributed to each revenue stream for your practice. This can give you insight into exactly how much money a specific product or specific service brings in, so you can make business-minded decisions to help grow your practice.

Below, we’ll walk through what composes each section of the report. If you’re in a solo practice, you’ll want to focus on the information listed for individual clinicians.


Using the Income Received report as a group practice

For practices with multiple clinicians, the Income Received report is a great tool that’s used for calculating payroll. To make this possible, the Income Received report offers additional features for group practices, including the ability to close a pay period. This gives you a snapshot of all billing transactions that occurred within a specific timeframe.

Tip: For best practices for managing payroll and for more information on these features, see our guide, Calculating payroll for group practices.

To offer additional transparency to the report, groups also have the option to filter the displayed data by a specific clinician to only show the billing history for that individual. Below, we’ll walk through what the report looks like when filtered for an individual clinician and when the data is displayed for all clinicians in your practice.

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Sections of the Income Received report

The report is divided into the following sections:


Client Payments

For all clinicians (Group practices only):

This section includes all of the client payments made to each individual clinician.

For individual clinicians:

This section includes all of the client payments allocated to the selected clinician.

The amount listed for a clinician is equal to the sum of Invoices which meet the following criteria:

  • Are assigned to that clinician
  • Are marked as Paid
  • Have an issue date within the selected date range
  • Were paid by a payment added within the date range

The Appointments line represents all appointment fees paid by clients, and the Practice Products line represents all products purchased by clients. If there are no Appointments or Practice Products for a given clinician, that line will not appear.

Important: Remember that an invoice can only be considered Paid once the full amount of the invoice has been paid by the client.


Total Client Payments

For all clinicians (Group practices only):

This represents all of the client payments that were applied to invoices whether the invoice was for an Appointment or for a Practice Product.

For individual clinicians:

This represents all of the client payments that were applied to invoices where this clinician was the rendering provider, whether the invoice was for an Appointment or for a Practice Product.


Insurance Payments

For all clinicians (Group practices only):

This section includes payments made by each insurance payer in the specific time period you’re viewing.

For individual clinicians:

This section includes payments made by each insurance payer allocated to appointments where the clinician was the rendering provider.

Note: This section will only appear if the Include Insurance box is checked at the top of the page.


Total Insurance Payments

For all clinicians (Group practices only):

This amount is equal to the sum of all insurance payments made to your practice in the specific time period you’re viewing.

For individual clinicians:

This amount is equal to the sum of all insurance payments applied to appointments where this clinician was the rendering provider in the specific time period you’re viewing.


Total Allocated to Clinician(s)

For all clinicians (Group practices only):

This section equals the sum of all client and insurance payments that have been allocated to all clinicians.

For individual clinicians:

This section equals the sum of all client and insurance payments that have been allocated to this clinician.

Note: If you have any client or insurance payments that haven’t been allocated yet, those payments will not be included in this line.


Unallocated Client Payments and Credits

This section includes all credits and client payments that are not attached to an invoice. If there are no unallocated payments or credits, this line will not appear. Clicking it will take you to a page that breaks down what goes into calculating this amount:

If a client overpaid and has a credit, this will be reflected with the abbreviation CR and will be treated as a negative amount. If the client has a balance, the amount will be treated as a positive amount.

Section Description
 Client Payments This is the total sum of all payments made by the client.
 Credit Invoices

This is the sum of all negative invoices and includes fee adjustment invoices where the client overpaid for the initial appointment but no refund was issued.

 Payment Adjustments &
 Refunds
This is the sum of all refunds, including those processed via Stripe.
 Allocated to Invoices This is the sum of all invoices marked as Paid.
 Unallocated This is calculated using the following equation: 

Client Payments + Client Invoices - Payment Adjustments & Refunds - Allocated to Invoices = Unallocated

 ImportantNote that client payments appear based on the payment date and not necessarily the date the appointment took place.


Total Income Received from Clients

For all clinicians (Group practices only):

This section includes all allocated and unallocated payments made by clients and all allocated payments made by insurance payers. Unallocated insurance payments are not included here.

For individual clinicians:

This section includes all allocated and unallocated payments made by clients and all allocated payments made by insurance payers where the clinician was the rendering provider.

Note: Total Income Received from Clients is equal to the sum of Total Client Payments and Unallocated Client Payments and Credits.


Total Unallocated Insurance Payments

This section includes all insurance payments that haven’t yet been allocated to appointments and claims. It will not appear if there are no unallocated payments. This is not included in total payment calculations because it hasn’t been allocated to the appropriate clinicians.

Note: To better understand why you have an unallocated insurance payment and what you can do to fix it, please see this guide: Why does my insurance payment have an unallocated amount?

Important: Note that insurance payments appear based on the date they were received not based on the date of the appointment. Income received for past appointments will count toward the month in which the payments were received and not the month of when the past appointment took place.]


Exporting the Income Received report as a CSV file

To view a detailed drill down report of each revenue source, the Income Received report can be exported as a CSV file at any time. When viewing the file within your computer’s spreadsheet file reader (e.g., Excel, or Numbers), you’ll be able to see the exact billing events which contributed to each revenue stream for your practice. Once downloaded, you also have the option to print this report.

This is a great tool if you’d like to see how much profit a specific product brought in during a specific time frame, or if the Biller for your practice charges by a specific percentage of all insurance payments and they need to calculate how much they billed for.

This is also a great resource for group practices calculating payroll. However, it’s important to note that for the purpose of calculating payroll, the Pay Period snapshot will need to be closed first. Learn more about Past Pay Periods in our guide on Calculating payroll for group practices.

Important: Only the Account Owner, Clinicians with Administrative Access, and Billers will be able to export the drill down version of this report. This drill down report is not accessible in the SimplePractice web app and it will need to be downloaded to view. 

To download the drill down version of the Income Received report, click Download Detailed Report in the upper right corner of your screen when viewing the Income Received report:

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The exported file will provide a complete spreadsheet that includes client names, payments, DOS, and links to all allocated payments received within the report’s date range.

Important: Once the report has been exported from your account, it will be your responsibility to securely manage the PHI included in the file. 

 

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