Billing Report FAQ
Q: Why do some reports not show current information for activity that occurred today?
A: Most reports on the reports desktop are "historical" reports. This means that the report is updated nightly (around 1am EST). Any activity that occurred inside OnTarget during the day will be reflected with that nightly update. Reports that exist on other desktops (Clients, Authorizations, Time Records, etc.) are transactional reports that will always contain the most up to date information from within OnTarget.
Q: What are the different options for exporting a report?
A: All reports can be exported as a PDF, CSV (comma separated value) or tradition XLS (Excel File). If there is a lot of formatting on the report then typically it is best to export to PDF and possibly XLS. These options will give the closest representation to what is seen in the report viewer. If the report is a data dump with just column headers and minimal formatting then the CSV will likely give the best results. A CSV export can be opened in Excel to filter, create pivot tables, etc. If "unformatted" is in the name of the report then exporting to CSV is recommended.
Q: How do I add extra filters to my report (two different client names, multiple services, etc.)?
A: When the "Set Reports Filter" form appears, next to any filter that can have more than one value will be a green plus button. When clicking the green plus button another option for that filter will appear. Values can be placed in all options for the filter to be able to search for multiple services, clients, etc.
Q: How do I tell if someone has used all the allowed units for a particular authorized service? We are seeing an error for “Maximum total allowed units exceeded.”
A: You can see this by reviewing the Service Variance Report to see where the units are being calculated (Schedules, Notes, Time Records, Batch Billing, or Claims). To find the report, go to the Scheduling desktop and click on the Service Variance Report. The filters you will want to use for this report are:
Client Last Name:
Service End Date: Enter the start/end date from the authorization
Q: How do I check my payments in OnTarget?
A: There are several options to see payments posted in OnTarget:
- Preferred: Go to Reports/Billing/Payments Grid. Enter the criteria for the data needed, click Run Report. There are several other options for payment reports. This video will help determine which report is best for what is needed.
- Go to Billing/Claims, use any of the filters and review the Payments column. This will show the last payment posted to the claim. (Click Export in bottom left to create a report).
- Go to Billing/Payments, use any of the filters and review the Payment column. (Click Export in bottom left to create a report).
Q: How do I check my denials in OnTarget?
A: There are several options to see denials posted in OnTarget:
- Preferred: Go to Reports/Billing/Unpaid Invoices, enter the current date as Ending Invoice Date, add any other criteria if needed, click Run Report.
- Go to Reports/Billing/Payments Grid. Enter the criteria for the data needed, add a filter of Paid=NO, click Search. There are several other options for denial reports. This video will help determine which report is best for what is needed.
- Go to Billing/Claims, use any of the filters, add a filter of Paid=NO and review the Denial Code column. This will show the last denial code posted to the claim. (Click Export in bottom left to create a report).
- Go to Billing/Payments, use any of the filters and review the Denial Code and Denial Description column. (Click Export in bottom left to create a report).
Q: What is the best report to see billed vs paid claims in OnTarget?
A: Go to Reports/Billing/Billed vs Paid Cash. Enter the criteria needed. Claim Date is the date the invoice was created, Date of Service is the date the service was provided, Payment Date is the date the payer has on their 835 or the date a user used for posting a payment, and Posting Created Date is the date the posting was added to OnTarget. Claim Date is the most used filter. This report will give you the billed vs cash paid amount per payer. Please note this reports only cash posted, not write-offs/adjustments. Also check out this video to learn more about the different billing reports in OnTarget.
Q: How do I resolve Rejected claims under the 837 Status window?
If the status is ‘Rejected’ please go to Reports/Published Documents/837 Responses to review reports for possible errors. Open the file labeled ‘Submitter Report’ from the payer. If the submitter report shows all claims are ‘accepted’ then there is nothing further to do. If there are claims listed under ‘Rejected’ in the payer response file, please locate the claims in the report, correct any data in OnTarget and rebill the claims. Please contact firstname.lastname@example.org or your assigned account analyst for any questions
Q: What is the best report in OnTarget for working unpaid claims?
A: Go to Reports/Billing/Unpaid Invoices. Enter any additional filters-most common is Ending Invoice Date of today only-click Run Report. Choose the CSV version to export the file-this can be converted to Excel and used to manipulate the date to see claims by payer, client, denial dates, and many other data sets. Check out this video for additional tips on billing reports and how to use them.
Q: How can I tell if claims were submitted to a payer on an 837 file?
A: Please review your Reports/Published Documents/837 Responses/ Payer / date folder. For some payer 837 files, the Submitter Report will always show whether they accepted or rejected claims at the payer level.