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Payments Received by Clinician: How the report is calculated

The Payments Received by Clinician report allows individual clinicians to stay up to date on their earnings and gives administrators the ability to calculate payroll using Pay Period Snapshots. The report can be viewed for All Clinicians or by Individual Clinician.

Note: The Payments Received by Clinician report is available for all customers who have the Professional Plan for Groups subscription.

The report is divided into the following sections:


Client Payments

For all clinicians:
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 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.

This section only accounts for payments that were applied or allocated toward invoices.

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:
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:
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:
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:
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 Payments Received from Clients

For all clinicians:
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 Payments 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. Payments 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.

 

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