The Practice Analysis Page

Billing vs Income Report

This is the main report in Genie and is the one that should be used for determining providers’ pays/dividends. You can specify any date period you like by selecting one of the set date options, or by selecting Custom Date, which allows you to enter any date range you like. You can specify whether the report should be divided by provider or month. For each provider in the practice, this report will detail billing and receipts, including GST totals.

Note: The GST amount indicated in the Billing vs Income report may vary when compared to GST amounts in other reports in Genie, over the same period of time (i.e. the GST in banking report). This is due to the fact that if an account which includes GST is deleted,and the Banking batch in which it is contained is sealed, then the Banking report GST amount is not updated to reflect this deletion, whereas the GST reported in the Billing vs Income report is.

Note: It is strongly recommended to perform an Integrity Check before using any figures in the Billing vs Income Report to ensure accuracy of the figures.

Billing: This first column shows the gross billing, and includes invoices which have subsequently been credited. It also   includes any GST amounts.

Credits: This column shows the total amount of credits applied to invoices.

Discounts: This column shows the total amount of discounts applied to invoices.

Net Billing: Equals gross billing less GST less credits, less discounts, and is therefore the real, actual billing for the practice that this provider has performed.

Receipts: This column shows the total amount that has been receipted to this provider for the time period selected, and includes any GST.

Contacts: This actually shows the number of invoices billed to this provider, and so is not necessarily the actual number of patient contacts.

Highlight the doctor's name for the below buttons to become available:

Print Breakdown: This will print a more detailed breakdown of invoices and receipts, including a breakdown between bulk-billed Medicare and DVA, private and other organisation billing and receipting.

Print Sales: Prints all the items invoiced during the selected time period.

Print Receipts: Prints all the receipts for the selected time period, whether the actual invoice was created during this time period or not.

Summary Records: Displays the Summary records for each provider. These are up-dated during a Data Integrity Check (See Check Integrity for more information). They can be printed using a QuickReport (File > QuickReports), and selecting the [Summary] table.

To display the billing by Site of Service click the black arrow next to the doctors name.

Printing the Billing vs Income Report

Use the Printer icon to print and the Graph icon to graph the Billing v Income report.

Item Report

This report displays the number, total value and average fee for either all items, or a selection of item numbers during a specified time period.

For example, to find all minor excisions click on the Select button and enter 312, then hit the TAB key. Genie performs a wildcard search and finds all items beginning with “312”.

To find which patients have actually had these items, highlight the record/s you want and click the Display Patients button as shown below.

The total of fees charged for all item numbers may not necessarily be the same as shown in the Billing vs Income report.

This is because, if you create an invoice for an item worth $100, then fully credit it because it was billed to the wrong patient, then that item will not be included in the Item Report and the total will be $100 less than the total in the Billing vs Income report.

This is deliberate, because otherwise the number of times that item has been billed would be incorrect, and the average fee would be skewed downwards.

Items can also be subtotaled by Category or Time. Time is entered in the Time Spent field at the very bottom of the Add Item to Invoice screen and Category is taken from the Category entered for the item in Open > Billing Items.

The report can be exported to Excel using the green X icon at the top of the window.

Paid on the Day

This report displays the percentage of income which is actually paid on the day. It may be useful if a discount is offered for payment on the day, in which case you can see if it has had the desired effect.

Patient Type

This displays a breakdown of invoicing by patient type. This is determined by the Account Type selected in the patient's demographics, regardless of how the patient is invoiced (e.g. if the patient is classified as Private, yet you invoice them to Workcover, this will still be calculated under the Patient Type of Private).

Account Holders Report

Displays a breakdown of billing by account holder and organisations such as Workcover, Health Funds, Medicare and Private Accounts. The Account holder is determined by who the invoice is made out to (e.g. if the patient is classified as Private, yet you invoice them to Workcover, this will be calculated against Workcover).

Sales by Postcode

Displays sales within a specified postcode range. These can be grouped and exported to Excel if need be.

Aged Debtors Report

This report shows outstanding debts, subdivided by current, 30, 60 day, etc.

There are two types of aged debtor reports

1. By service date

2. By invoice date - to run this report "Alt-click" on the print icon

Aged debtors by service date

The "Cut off" date is used to determine which services are included in the report. Any services after the "Cut off" date are excluded from the report.

The "As of" date is used to calculate the age of the debtors listed.  For example; if you set the "Cut off" date at 31/12/2005 and set the "As of" date at 31/03/2006, any debts which were current at 31/12/2005 are still outstanding at 31/03/2006 would be shown 90+ column.

Any report produced after the "Cut off" date will reflect payments made between the "Cut off" date and the date it is printed.  For example assuming:

- A "Cut off" date of 31/12/2005 and book debts of $15,000 at this date

- Payments of $13,000 received between 31/12/2005 and 31/03/2006

A report printed on 31/03/2006 would have net book debts of $2,000.

Aged debtor report by invoice date

The "As of" date will produce a report by invoice date as if it were produced on the date selected.  All invoice dated up to and including the "As off" date are included in the report.

The report ignores payments and credits raised after the "As of" date. For example, assuming:

- An "As of" date of 31/12/2005 and book debts of $15,000 at this date

- Payments of $13,000 received between 31/12/2005 and 31/03/2006

A report printed on 31/03/2006 would have net book debts of $15,000 - being the debts outstanding at 31/12/2005

Facts about both types of aged debtor reports

1. Neither report restores:

- deleted invoices

- deleted payments or

- adjustments to fee amounts

where these deletions or adjustments occur:

- after the "Cut off" date (in the case of aged debtor reports by service date) or

- after the "As of" date (in the case of aged debtor reports by invoice date)

For example assuming:

- A "Cut off" date of 31/12/2005 and book debts of $15,000 at this date

- $500 worth of invoices that were outstanding at 31/12/2005 but subsequently deleted

A report run on 31/03/2006 would have net book debts of $14,500, not $15,000.

2. If a provider's name is changed after the "Cut off" date neither report will reinstate the original provider name.

Sorting Columns

You can click on the column headers in the Aged Debtors report to sort by that column. Alt-click to do a reverse sort.

The report can be printed or graphed by selecting Reports > Print Report or Reports > Graph.

GST Report

The GST Report prints an itemised report of all invoiced items which attracted GST in a particular time period. You can create your own QuickReport template for this. See the QuickReports chapter for instructions on how to create a GST Report.

Referrals Report

This report will give a breakdown of the number of referrals from each referring doctors in the previous six months.

Alt-click on this button to get a Referrals Value Report, detailing the value of referrals from each referring doctor.

Shift-click on this button to get a Referral Source Report. This report will show those patients who have a referral source recorded in their demographics window and who have been invoiced in the selected time period. While a patient will only be counted in the 'Patient' column once (even if the patient has had multiple visits in the given timeframe), the total fees will reflect the combined invoice total for that patient for the given period.

When restricting these reports by Provider, the servicing provider on the items invoiced is used to gather the data.

The report can be exported to Excel using the green X icon at the bottom of the window

Banking Summary

The Banking Summary records are created when a banking batch is sealed (see The Banking Report for more information). This summary report details the totals for cash, cheques, EFTPOS etc.

Assistants Report

Allows you to either print or preview a report of Assistants' billing and receipts for each surgeon.

Insurance Report

Displays all the billing for every patient of a specified fund. This report can be broken down by provider and/or item number.