PRODUCTION REPORT vs. DAILY CLOSING REPORT

There could be several things that aren't "matching". In this write up, we will review a few of them.

First, you need to remember that the Production Report is "date specific". By that we mean that if you are looking at Today's Totals Column on the production report, you will see services, payments, visits, etc. that had "today's" date only.

Let’s say that you saw 10 patients today with services totaling $50 for each patient. Your end of day Transaction Journal would total 10 Patient Visits, and Services at $500.00, your Production Report would also total Visits at 10 and Charges at $500.00. Now let's add to this a bit. In addition to those 10 patients seen today, you also put in data for 2 patients seen yesterday. You back-dated these services to show that they were seen yesterday and the total services for these patients were also $50 each. Your End of Day Transaction Journal would now total 12 Patient Visits and Services of $600.00. However, your Production Report for today would not change. Since the 2 additional patients were for yesterday's production, your production report, being date sensitive, would move these totals to Week to Date, or Month to Date, or Year to Date, which ever column(s) was the appropriate place.

The Next item to know is that "$ amount of applied payments" and "Total payments" are 2 different animals. Total Payments should match your deposit slip for that day (again assuming that all the payments had today's date), but the $ amount of applied payments could be larger or smaller than this number depending on 2 things.

1. Did any portion of today's payments go to On-Account Credit?

2. Was the Off-Account option used to apply a patient credit toward services?

Either of the above situations will make a difference to the $ amount of money actually applied to services.

The next item for review in this write up is Month to Date totals. While the production report is Date Specific and will total all statistics via the physical month (i.e. January, February, etc.), The Accounts Receivable Control calculates its end of month based on when you say Yes to the end of month question during end of day processing. If you are a day or so late or early, this report will then not match with the production report. Also, after you have said yes to the end of the month, any services, payments, etc, processed through will be totaled in this calculation regardless of the date of the service, payment, etc. Again, this is unlike the production report that uses the physical date of the service.

Finally, the last item to review is the setup of the Production Report. This report allows you to select an “End of Reporting Period” date (e.g. today’s date). It then recalculates the other dates, Start of the Week, Start of the Month and Start of the Year based on the date requested AND the information found in your Clinic Information form. If the dates that “pop up” were not what you expected to see, do not manually change them. Instead, go into Clinic Information and correct what is wrong. For example, in the Clinic Information form, you have a field called “Current Period”. This field reflects which period of the Year you are currently in. Let’s say that your office tracks its year based on the calendar (or, January through December). If this is September, then the current period should show “9” to reflect the 9^th month of your year. If, for example, your office is on a fiscal year that starts in July and runs through June, then September would be reflected as “3” in the current period field of Clinic Information. This will then calculate your year for the Production Report. Likewise the field “End of Week” reflects the last day your office tracks of their week. For many this will be Friday, but some offices may have this set to Wednesday, or Saturday.