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Kareo Help Center

Automated Patient Billing Reporting

Updated: 11/16/2021
Views: 78

Users with the System Administrator and/or Biller web role(s) can access the Automated Reporting page that allows you to review patient statements sent via all methods (e.g., text/SMS, email, mail), generated revenue, and patient payments made for a specified time frame. 

Note: The Automated Reporting page only includes patient statement and payment data for automated patient billing. To review reporting that includes both automated patient billing and manually sent patient statements data and activity, review the Patient Statements Delivery Report in the Desktop Application (PM).  

Navigate Automated Reporting

  • Hover over the Billing icon on the top menu and click on Automated Patient Billing. The Automated Patient Billing page opens then click Reporting. The Automated Reporting page opens.
    1. Date Range: Click to select the date range to generate patient statements and patient payments activity during that time frame.
      • 1w: Generates all activity within the previous 7 days and the current day.
      • 1m: Selected by default. Generates all activity within the previous month to the current day (e.g., September 19, 2021 to October 19, 2021 with October 19, 2021 being the current day).
      • 6m: Generates all activity within the previous six months to the current day (e.g., April 19, 2021 to October 19, 2021 with October 19, 2021 being the current day).
      • 1y: Generates all activity within the previous year to the current day (e.g., October 19, 2020 to October 19, 2021 with October 19, 2021 being the current day).
      • If desired, enter a custom date range.
    2. Payment Collected via Automation:
      • AMOUNT COLLECTED: Total patient payments dollar amount.
      • PAYMENTS COLLECTED: Total number of in-office and online patient payments made. 
    3. Delivery Errors:
      • SMS ERRORS: Number of statements that were not delivered successfully via text (SMS) method. Click to view details such as the patient, date sent and error.
      • EMAIL ERRORSNumber of statements that were not delivered successfully via email method. Click to view details such as the patient, date sent and error.
      • MAIL ERRORS: Number of returned mailed paper statements and statements that received errors. 
        Note: For more details to address the mail errors, review the Patient Statements reports found under the Clearinghouse Reports in the Desktop Application (PM). 
    4. Email, Text Message/SMS, Mail:
      • Send Rate: The percent of statements delivered during the specified time frame.
      • Sent: Number of statements delivered successfully via the indicated method.
      • Failed: Number of statements that were not delivered successfully via the indicated method.
      • See statements: Click to view the automated email, text, or paper statement activity.
Billing_AutomatedPatientBilling_Reporting.png

SMS ERRORS

  • Navigate text message/SMS errors:
    1. Date Range: Reflects the set Date Range on the Automated Reporting page.
    2. PATIENT: The patient the text message was sent to. Click the patient name to access the patient's Demographics page. 
    3. DATE SENT: The date and time the text message was sent.
    4. ERROR: Text messages are not delivered for the following errors. 
      • Invalid Phone Number: The mobile number reached is incorrect.
      • Landline: The number reached is a phone line that relies on physical wires to enable voice calls.
      • Not In Service: The mobile number reached is permanently or temporarily out of service. 
      • Patient Opted-Out: The recipient responded to the text message with STOP to opt out of text balance reminders.
    5. Click Done when finished or Download to save a CSV file.

Tip_Icon.pngTip: To reduce text message/SMS errors:

  • Have patients verify their mobile number is correct.
  • Set expectations and remind patients they will receive text balance reminders.
Billing_AutomatedStatementsReporting_SMSErrors.png

EMAIL ERRORS

Depending on the email service provider, error responses may take up to 24 hours.

  • Navigate email errors:
    1. Date Range: Reflects the set Date Range on the Automated Reporting page.
    2. PATIENT: The patient the email was sent to. Click the patient name to access the patient's Demographics page.
    3. DATE SENT: The date and time the email was sent.
    4. ERROR: Emails are not delivered for the following errors.
      • Email Blocked: The domain does not exist or the email does not meet the recipient's sender requirements.
      • Mail Box Full: The mailbox is over quota and cannot receive emails.
      • Mail Box Inactive: The email address is blacklisted (e.g., the recipient may have marked the email as spam), configured incorrectly, may not exist, or the email server is offline.
    5. Click Done when finished or Download to save a CSV file.

Tip_Icon.pngTip: To reduce email messages errors:

  • Have patients verify their email address is correct.
  • Set expectations and remind patients they will receive email balance reminders.
Billing_AutomatedStatementsReporting_EmailErrors.png
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