eyeReports by Function
Using eyeReports in Your Practice
by Stephen Rosenbaum
As a former CPA with an MBA and manager of multiple Eyecare practices, I created these reports with an auditor's mindset; there are certain fundamental activities I want to know about, for example:
- Doctor Productions with comparisons
- Staff Production with comparisons
- Results of operations
- All transactions that affect practice earnings
- Trending over time – where are we now compared with prior years
- Metrics to compare the business to others of the same size
The reports discussed in this article will help you monitor all that occurs within a day or time period. In each report the complete detail that makes up the transactions are available to help with the review. If I was using eyeReports to manage a practice, I would use them in the following manner broken out by practice office location or team member functions. While there are over 50 report workbooks, each workbook contains multiple reports that provide many different views of the results. There are currently over 200 worksheets representing different report results.
Beginning of Day - at the Front Desk
eyeReport #360 - Appointments Scheduled would be open at the front desk. This report shows the appointments scheduled for the day with complete patient demographic detail for staff to have an easy way way to contact patients and know who the Guarantor is, who is Cash Only, etc. Also use this eyeReport to measure the effectiveness of pre-appointing, know how many appointments cancel and what your booking percentage to open times is.
During the Day by Doctors
eyeReport #900 – ExamWRITER Patient IOP, Pachmetry & Rx History. This report can be kept open in a computer in each exam lane. By selecting a patient name, the IOP history is graphed, the Pachmetry readings are compared, and the Rx History is available.
End of Day
Bookkeeper End of Day Tasks
Review at the end of each day 360 - Appointments Scheduled to be sure that all scheduled appointments had a fee slip created. If a fee slip wasn't created, then the reason a fee slip was not recorded after a scheduled appointment can be researched.
At the end of the day, use eyeReport 460 – Day Sheet at the front desk to be sure all providers, staff and insurances were assigned to products and services correctly. Be sure the Dates of Service are correct. I would also reconcile patient payments. eyeReport 470 should be used where insurance payments are applied to reconcile insurance payments to be deposited. Since each report provides the deposit information and the complete detail of the patients and insurance companies that made up the deposits, reconciliation is easier. In addition, the patient and insurance payments are separated into 2 different reports as is probably the case with who applied the payments. eyeReport 460 or 175 can also be used to know which patients had a payment responsibility that 100% was not collected on, so he receivables can be worked or staff can be monitored as to why they are not collecting 100% or a higher percentage.
eyeReport 900 – ExamWRITER Patient IOP, Pachmetry & Rx History. Be sure all exams have been billed or closed. Review those that are still left open.
Dispenser (End of Day/Week)
Since jobs come and go on a regular basis, an easy way to track the jobs and the status of which jobs are still outstanding, which jobs need to be picked up and which patients need to be notified or followed up with, eyeReports 600 for Frames and 610 & 620 for soft and rigid contacts help with that task. These 3 eyeReports show the lab orders that have been created. They include complete order information. These eyeReports can also be used to know which jobs have 1) been created but not charged, 2) charged but not ordered, 3) ordered but not received, 4) received but patients have not been notified and 5) patient have been notified but the job has not been dispensed. Use 5 to also review the gross profits by frames sold to insurance companies. Don’t sell losing frames to patients with specific insurances.
Provider during the day using ExamWriter
eyeReport 900 helps you graph Intraocular Pressures, review the patient Rx history, compare Pachmetry readings and monitor exams that have not been closed or billed.
End of Month/End of Year
Results Based on Collections
Use eyeReports 650 and 655 to review the collections by production and financial groups, CPT and Primary Diagnosis codes by Providers, Locations and Insurance Companies. eyeReport 655 is the graphical representation of eyeReport 650. Use the metrics eyeReports 1 and 2 for analysis by collections.
Results Based on Net Fees
eyeReports 110 and 115 are the same as eyeReport 650 except it is based on Net Fees and not collections. Use the metrics eyeReports 0 for analysis by Net Fees.
Effectiveness of Scheduling and Marketing
eyeReport 360 can be used to analyze the effectiveness of pre-appointments, check how many cancel and check booking per cents. If you market the practice, look at eyeReport 190 to see where patients are coming from and check how effective your marketing dollars against the monies spent for the marketing. Look at eyeReport 900 to be sure all exams have been closed and billed. If you refer patients out to other professionals and expect them to return, eyeReport 35 will show you the tracking of the patients so you can see who have not returned by their expected date.
Based on the function within the office, the following reports should be used for monthly reviews:
Owner, PM Consultant, Managers
1. Review Monthly Collections
I would use eyeReport 650 and eyeGraph 655 to review the Provider billings during the month by Production and Financial Groups, CPT and Primary Diagnosis Codes. With these reports you can find out how they compare, where exam efforts are spent and what the majority of diagnoses are.
2. Review Monthly Production with a side by side comparison
EyeReport 110 will give a review of the monthly sales by Financial and Production Groups compared to previous months. With this eyeReport you can now see the results per month side by side. With the added filters you can analyze the results by Provider, Staff, Dates, etc. EyeReport 115 will give a review of the monthly Net Fees CPT Codes compared to previous months.
3. Review the Dispenser and Provider Sales for the month
eyeReport 120 gives all product sales by Provider and Staff where you can select the product types (Services, Frames, Contact Lenses, Ophthalmic Lenses, Ready Readers, Plano Sunglasses, Lens Treatments, Other). For a complete review of all Dispenser sales, use eyeReport 155. Additionally, I would look at eyeReport 175 to view daily sales and production group sales by day by Provider and Staff and the % of collections staff collected on the visit date.
4. Contact Lens Sales
If you are curious about contact lens sales, eyeReport 145 lists the contact lenses sold and the patients who purchased the lenses.
5. Review Payments Applied
Use eyeReport 650 to review your applied payments with a monthly comparison. While 110 shows the net fees charged, 650 shows the actual amounts applied. Since payments are related back to the date of service on eyeReports, each month is a true picture of the results for the month. For an easier view, use the graphs of report 655.
6. Review Practice Metrics and Compare Insurance Companies Write-offs and Collections
Use eyeReport 0 to quickly view your practice metrics compared to national averages and your key performance indicators for product sales by Net Fees. EyeReport 1 is the same as 0 except it is based on collections. eyeReport 2 takes the metrics and displays them in graphs over time comparing years. Look at eyeReport 5 to see your collected and uncollected amounts by insurance companies and what you are writing off. You can also view your frame and lens sales and see the gross profits by product name by insurance company and find past due insurance receivables. Use eyeReport 2 to view metrics over time by graphs comparing current metrics to years 2008 – the present.
Office Managers, Bookkeepers
During the course of the day, weeks or months, certain transactions need to be audited to check the transaction validity or analyze items that look wrong. A series of eyeReports are available to assist with and provide an easy way to review the transactions. eyeReport 480 shows all of the discounts given during a period and 490 shows all of the adjustments made to patient ledger balances. All of these reports can be reviewed by Staff that made the changes. Use eyeReport 500 if you are curious what adjustments are being made to inventory by which staff members. Use eyeReports 255 and 260 to be sure all product categories are populated so reporting results are valid.
Review 5 to see the Gross Profits by frames sold to patients with insurance. Use 5 to also review outstanding receivables.
Managed Care Managers
Managed Care Managers have requested eyeReports 65 and 80 to analyze the insurance billings and what primary diagnosis codes are matched to CPT Codes. In addition, they are curious as to the age ranges of the codes and the provider billings. eyeReport 660 an eyeGraph 655 shows the applied payments by CPT and Primary Diagnosis Codes - the actual amounts received after insurance write-offs and adjustments. eyeReport 15 will list patient by insurance companies.
Use 5 to also review outstanding receivables.
Managed Care Managers, Owners and PM Consultants
Reports have been designed with the available data to try and analyze the true net results of transactions that include insurance coverage. All transactions are related back to the date of service so the results are a true net of the original charge vs. the amount written-off and ultimately collected. What are you actually receiving after all of the insurance write-offs and discounts by insurance company? If you add lab charges that are posted through OfficeMate®, what are the net fees collected and how does one insurance companies percent of collection compare to another? eyeReport 5 - This eyeReport insurance companies don't want you to see! eyeReport 300 is a net, net report that takes the Gross Fees and subtracts out contractual; adjustments, VSP Lab Charges and Charge Backs (report 310 has this breakout) and Discounts to show a net after all write-offs and charges. eyeReport 320 shows the net after Contractual Adjustments and Write-offs have been applied. eyeReport 325 simply shows the actual amounts collected vs. the expected amount collected against each charge and insurance company. If you run these reports backdated to after a period when all insurance collections should have been collected, you will see what you have collected after all of the write-offs and adjustments. eyeReport 495 will list the insurance claims that are Open, On Hold and with Errors. Be sure all claims filings are current. Use 5 to also review outstanding receivables.
To review the current products and services added to the product listings, several reports are available. Use 250 to disseminate to staff because the product costs are not included on the report. eyeReport 260 does the same for Services. If you want to review the Board Locations designated for your frames, eyeReport 270 provides those details. If you have multiple locations that transfer inventory between locations and want a quick way to review the transfers, use eyeReport 265. eyeReport 510, If you track frames by Board Space can be used to analyze Gross Profits by Board Space. If you maintain perpetual inventory, eyeReport 520 will give you the status of quantities and inventory values and eyeReport 525 will show you the status of Purchase Orders.
Buyers, Frame Reps
eyeReport 400 was requested by a frame company to analyze what frames and frame types have been selling in the past. This reports shows frames sold by their cost and retail fee but also shows who is buying the frames by Frame Usage, Gender, Age Range, Occupation, Material, Mount, etc. When combined with eyeReport 15, which gives additional demographic knowledge about the patient base, and 160 that shows frame sales by age ranges, etc. the frame reps or buyers know what has sold in the past and who is buying the frames by Manufacturer, Designer, price ranges, etc. eyeReport 510 shows the Frame Profits and Board Turns so you can analyze what frames are turning compared to others.
Use eyeReport 190 to see where patients are coming from and check how effective your marketing dollars against the monies spent for the marketing. Use eyeReport 210 to invite patients to a trunk a trunk show. Use eyeReport 30 to be sure all patient recall dates are after the last exam date and if not, they can be updated so recalls are not lost. EyeReport 220 helps you find patients by diagnosis codes to notify them of new procedures, treatments or equipment. If you want to analyze your patient demographics eyeReports 15 and eyeGraph 20. To find patients by Diagnosis Codes use 220.
Owner, PM Consultant, Frame Reps
eyeReports 10, 15 and 20 were created to give owners, managers and practice management consultants a complete picture of the demographic information recorded for each patient so they can get a handle on the basics of the patients. With this information they can market more effectively to the practice, find out what worked in getting new patients, what source brought them to the practice, where they work, where they live, what is the gender breakout, what is the age breakout, when they last came in, what is the race and ethnicity breakout, what insurance companies are the patients covered by, etc. In addition, they provide for a quick way to see which patients are "In Collection", have a "Cash Only Status", are not getting statements printed or who have finance and late charges added.
Use eyeReport 210 if you want to find patients that have spent over a specified amount for specific products or by manufacturers or to find patients with other criteria to get the names and addresses, etc. With that information you can send email, invitations, etc. Learn how to merge Microsoft Excel data with Microsoft WORD and you can merge the results into letters, labels, lists, emails or postcards. On a Monthly basis I would use eyeReport 170 to compare the daily sales by each location. As a further review, I would be curious of how each location and/or staff member compares when collecting a fee at the time of the patients initial visit. How effective is each location or staff member in collecting 100% of the patient amount due at the time of visit? eyeReport 465 gives that information. For owners who are curious how much cash is collected vs. other payments methods, eyeReport 460 provides that information.
Specialty eyeReports and what they do
There are a few eyeReports that do not relate to all users. EyeReport 810 will give you journal entries to manually enter into your general ledger system. You setup OfficeMate general ledger interface to interface with MAS 90 and you will then get manual journal entries. eyeReport 451 can be used to get your Medicaid encounters to report meaningful use.
Are you a member of Cleinman Performance Partners, William Group or ODExcellence?
eyeReports 1000, 1010 and 1020 are used to quickly gather the data each requires for their month analysis.