Month End Process Guide
HST recommends that this process be followed for closing the Accounting Period.
- Confirm case counts for the calendar month by running the reports listed under Monthly Case Counts below.
- Verify that any cases that should have been billed, have been.
- Confirm that any cases that should have been canceled, have been.
- Ensure that all transactions entered into the system have been posted.
- Once the reports have been reviewed to confirm case counts and billing for the calendar month, go to Operation > Accounting Period Close to complete closing the period.
- Next, run the reports outlined in A/R Financials below. These reports will provide the total financial activity for the accounting period.
- Also provided is a list of financial reports to be run after the period has been closed. It is recommended that the reports outlined in the Financial Reporting section be run every month.
- Additional reports centers may want to run are found under Optional Financial Reporting.
Note: It is recommended to retain electronic copies of month end aging reports; figures are updated with every transaction posted and saved reports will provide a historical snapshot of a given point in time.
Monthly Case Counts
|
Report |
Set Up |
Results / Tasks |
Notes |
|
Verify Patient Transaction Status |
|||
|
ME9001 Patient Billing Status |
Enter date range for the Dates of Service corresponding to the Period to be Closed Sort by Patient ID Group by should default to Billing Status. If not, select Grouping Option and set to Billing Status. |
Resolve any patients without charges entered or posted. Run again to verify case count. |
Review the report and verify that the patients listed have the correct billing status. If the report includes patients who will not be billed because of cancellations, make sure to cancel the case and run the report again and verify that all patients have the correct billing status prior to closing the month. |
|
ME9006 Transaction Information Report |
Ignore Transaction Date Range Enter Date Range for the Dates of Service corresponding to the Period to be Closed Leave Accounting/Year Period Blank Tx Category select Billing, click Tx Status All Sort by Date of Service Group by Tx Category
|
Resolve any Transactions that are not Posted. Run again to verify Transactions and Billed Amount for the month. |
Review the report and verify all transactions are Posted.
Note: If there are any transactions that are not Posted they must be corrected prior to closing the period. |
|
Verify Case Counts |
|||
|
ME9005 Procedure Summary |
Enter Date Range for the Dates of Service corresponding to the Period to be Closed Sort by Patient ID |
Case count should match ME9001. Total Billed Amount should match total on ME9006 - Transaction Information for the same Date Range. |
The Case Count Totals for the Patient Visits and Procedures Counts can be found at the end of this report. Verify that the Case Count Total is the same as the Patient Count reported on ME9001 - Patient Billing Status Report. Note: ME9005 will report all cases posted and unposted. Make sure that all transactions have been posted for the accounting period selected. Accounting periods cannot be close if there are unposted transactions. |
|
Close the Accounting Period after completing the steps listed above and confirming the patient information is correct. |
|||
A/R Financials
|
Report |
Set Up |
Results / Tasks |
Notes |
|
ME9003 Payer Transaction Summary |
Ignore Tx Date and Date of Service date ranges Enter Accounting Year and Period Group by Financial Class |
Numbers will match if there are no transactions that were entered for DOS’s outside of the Accounting Period. If they do not match, account for the discrepancies from other periods. |
Running these reports as described will provide Totals for the Accounting Period. Total Billings on both reports should match. Totals may not match similar reports run by Date of Service if there are Transactions in this period for Dates of service outside the month. |
|
ME9006 Transaction Information Report |
Ignore Tx Date Ignore Date of Service Dates Enter Accounting Year and Period Tx Category All Transactions Status All Group by Tx Category |
Numbers will match if there are no transactions that were entered for DOS’s outside of the Accounting Period. If they do not match, account for the discrepancies from other periods. |
|
Financial Reporting
|
Report |
Set Up |
Results / Tasks |
Notes |
|
ME9000 A/R Rollup |
Enter Accounting Year and Period |
Begin Balance should match prior month’s end Balance. Daily transactions totals should match numbers from ME9003 & ME9006. End Balance is the outstanding AR +/- prior period. |
This report is a rolling AR report. Displays activity for each day there were transactions in the Accounting Period. |
|
ME9002 Payer A/R Aging |
Current Payer Blank Current Financial Class All Enter Date Range for the Dates of Service corresponding to the Period to be Closed Group by Current Payer The report prints financial activity by payer for the reporting period and includes aging by payer or financial class. |
The report prints financial activity by payer for the reporting period and includes aging by payer or financial class. |
This report will balance with other reports only if all transactions for the Accounting Period fall within the date range of the closed period. For example, if a staff member entered charges on the last day of the month and the transactions were posted during the current open period those charges will appear on this report. |
|
ME9002 Payer A/R Aging |
Current payer blank Current Financial Class All Group as desired Hide zero balances
|
The report prints financial activity by payer for the reporting period and includes aging by payer or financial class. |
This report should match the ME9000, A/R Rollup, for final A/R balance. |
|
ME9007 Visit Trial Balance |
Payer ID Blank Enter Date Range for the Dates of Service corresponding to the Period to be Closed Balance Due None Amount Blank Sort by Date of Service Group by None |
This report prints financial activity by Patient for the specified date range. Aging, payment information and current payer are displayed. |
|
Optional Financial Reporting
The following reports will allow centers to view financial activity by Payers and by Physicians. Run these reports after closing the period.
|
Report |
Set Up |
Notes |
|
|
ME9003 Payer Transaction Summary |
Ignore Tx Date and Date of Service date ranges Enter Accounting Year and Period Payer ID Blank Financial Class All Group by Payer |
This report will balance with other reports only if all transactions for the Accounting Period fall within the date range of the closed period. For example, if a staff member entered charges on the last day of the month and the transactions were posted during the current open period those charges will appear on this report. |
|
|
ME9004 Physician Transaction Summary |
Ignore Tx Date and Date of Service date ranges Enter Accounting Year and Period Physician ID Blank Group by Physician ID |
This report will balance with other reports only if all transactions for the Accounting Period fall within the date range of the closed period For example, if a staff member entered charges on the last day of the month and the transactions were posted during the current open period those charges will appear on this report. |
|
|
To determine the discrepancies in a report run by Date of Service and a report run by Accounting Year/Period please run the following report: |
|||
|
ME9006 Transaction Information |
Ignore Transaction Dates and Date of Service date ranges Payer ID Blank Enter Accounting Year and Period Tx Category All Status All Sort by Date of Service Group by None |
View the Dates of Service to see what transactions fall outside of the expected date range of the accounting period. The most common cause of reports not balancing when run by Date of Service and Account Year/Period is the transactions were posted in a different period. |
|