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Everything About the Aging Report Setup

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'Everything' there is to know about the Aging Report.
 

Above is a sample Aging Report

Starting with Mary Brown, and reading left to right, here is the information explained:

 Brown, Mary is the Guarantor (also known as the Head of Household). As guarantor, Mary is responsible to guarantee payment will be made for all family members of her account.

 Mary's Phone Number is displayed as (   )797-4509 - it is missing an area code.

 The number 1 indicates that Mary's billing type is assigned to number 1.

 25.00 is the amount of the last payment that Mary (or any family member) paid (directly below this, we see that this payment was made on January 21, 2008.

 The next column indicates that 0.00, or none of the balance, was incurred during the most recent 0-30 days.

 Again, the next column tells us that 0.00, or none of the balance, occurred during 31 - 60 days in the past.

 199.00 dollars of her balance occurred 61 - 90 days earlier from today.

 0.00 dollars of her balance is over 90 days old.

(by adding these four aged amounts (  +  +   + ), we learn that she owes a total of 199.00 dollars )

 Of her 199.00 balance, the INSR Estimate column indicates that 0.00 is estimated to be paid by Insurance.

 Since nothing is estimated to be paid by insurance, we estimate that 199.00 is owed by Mary, the guarantor.

(by adding the insurance estimate column  with the patient portion, we learn that the account owes a total of 199.00 )

 The last column then is the total amount owed by this account, 199.00.

Reading the next row, the last time we sent her a billing statement was 11/12/2007

We have not established a Payment Agreement with her, so her agreed payment number is 0.00

 Finally, we see that on 01/21/2008, she made her last payment.(Directly above this, her last payment was for 25.00 ) The Last Payment Amount/Date printed on the report refers to guarantor payments ONLY.


In the next entry, we learn that Brent L. Crosby , who belongs to billing type 8 , has never made a payment . He owes 92.00 from 31-60 days ago , and 1808.00 from over 90 days ago . We estimate the insurance to pay 33.60 , and that Brent is responsible to pay 1866.40 . Add the four aging amounts (  +  +   +  =  or 0 + 92 + 0 + 1808 = 1900) OR add the insurance estimate column  with the patient portion (33.60 + 1866.40 = 1900) and see that the account owes us a total of 1900 .



Report Date
This should be today's date. It will print on the report as the Date in the top left corner.

Select Guarantor
If you wish to narrow the scope of included accounts by an alphabetical range, you may select names here.
If you have erased the code and now wish to make it come back, completely erase the text in the To or From field, and press the 'Tab' key on your keyboard.

Select Primary Provider
If you wish to narrow the scope of the included accounts by patients that are listed as assigned to a specific provider or range of providers, use this option.
When used, the Aging Report sorts by the Primary Provider (PROV1) as listed the Guarantor's Family File.
 - It does NOT exclude work done by other providers for the account. That is, if another provider posted procedures to an account, that balance will be included on this report.
 - It does NOT reguard, if the information is different, the Prov1 listed in the other family member's Family Files.
For a report to show how much money is outstanding for each provider, go to Office Manager Maintenance Practice Setup Prefernces Print Options and check 'Print Provider Balances for Aging Report,' or run the Practice Assistant's Provider Aging Report.

Select Billing Type
If you wish to narrow the scope of included accounts by billing type, you may select billing types here.

Minimum Balance to Print
The Standard Aging Report will print all balances except zero balances. If you do not want credit balances to print, change the 'Minimum Balance to Print' to 0.00. Also note, under Select Report Types, an option to print a report of Credit Balances only.

Last Pmt Before
This option is used if you wish to narrow the scope of included accounts who have made a payment within a certain date range. If the user wants to see all accounts that have not made a payment since 1/1/00, change 'Last Pmt Before' to 12/31/99. The Last Payment Amount/Date printed on the report refers to guarantor payments ONLY.

Print Guarantor Notes
The Aging Report has the option to print Guarantor Notes. If there is no Guarantor Note entered, the report will print the guarantor's patient notes (entered in the Family File).

Calculate Aged Balance as of
By checking this box, you will be allowed to enter a date. Aging will be calculated by all transactions from the beginning of using the system and ending with that specific date. The insurance estimate column  and the patient portion column  will be removed when running the report this way. By checking this box, the aging on the accounts will be recalculated and displayed according to their actual aged balances (rather than the aged balance as of the last closed month). Because of these calculations, the report may take longer than normal to generate. Also, when running the Aging Report by this option, the balances will be calculated by Procedure Date and not Entry Date.

Other Notes:
The Aging Report Total Balance can be matched to the Practice Analysis Report Ending Balance if the office is current in closing months and if both reports are set to DENTRIX's default settings. Those settings are as pictured above.

Starting with version 8.0, the user can run the Aging Report to print as of a specific date.
WARNING: The report takes longer to run when it is run according to a date range and could cause other computers to freeze.
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Everything About the Aging Report Setup
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