Open NeatPractice

Reports

Report catalog

What each built-in report shows and how it counts.

Financial#

Report	What it shows
AR aging	What is still owed as of the date you pick, split into 0-30, 31-60, 61-90, 91-120 and over 120 days. Show one row per payer plus one for patient responsibility, or one row per patient and who owes it, and narrow it to insurance or patient balances. Age balances from the date of service or from the bill date (the day the first claim went out; lines never billed age from the date of service). Payments, adjustments and reversals count from their posting date, so an earlier as-of date shows the balances as they stood then. Charges still in review are left out. Export it as a PDF for your records.
Payments and deposits	Money received by payment method, by ERA or manual entry, by payer, or by deposit, with what was applied to charges and what is still unapplied. A reversed payment shows on its own date as a negative amount, so Net is what you kept. By deposit, each deposit dated in the range lists all its payments, the amount the payer withheld, the expected total and the difference still to reconcile.
Denials	Denials recorded in the range by reason (the CARC with its remark codes), CARC alone, payer, provider, procedure code or category, with how many are open, being worked (in progress or appealed) or closed (resolved or written off), and the amount still open. A denial of a whole claim counts under the claim's provider and as Whole claim by code. See Denials.
Collections and net collection rate	For the dates of service you pick, per payer, payer type or provider: charges, contractual adjustments, net charges, payments from payers and patients so far, other adjustments and the open balance. The net collection rate is payments divided by charges minus contractual adjustments; the gross collection rate is payments divided by charges. Contractual adjustments are those of the contractual adjustment type, or CO-45 when no type was given.
Credit balances	Patient and payer credits waiting to be applied or refunded, as they stand today: unapplied payments and overpaid lines, less what pending refunds already claim, oldest first. See Credit balances.
Write-offs	Adjustments posted in the range by adjustment type, category, approver, payer or provider, plus every adjustment waiting for approval now. A reversed adjustment counts against its original's approver on the day it was reversed. Contractual adjustments are left out unless you include them.
Charges and adjustments	Charges by date of service, per procedure code, provider, payer or status, with units, amounts, expected allowed amounts and the adjustments posted to those charges so far: contractual adjustments, other adjustments and what is left net of both. Choose Adjustment type to see one row per type with how many charges it touched and its amount. Reversed adjustments net out. Contractual adjustments are those of the contractual adjustment type, or CO-45 when no type was given. Voided charges are left out.
Claims status	Claims whose service began in the range, with their status, how many days they have been in it and the amount billed. Show all, open or rejected claims.
Payment variance by payer	Per payer, the lines found underpaid or overpaid against the expected allowed amount in the range, the amounts, the net difference and how many are still open. A variance a later payment or a reversal replaced counts once. See Payment variances.
Payer mix	Visits, charges and payments per payer or payer type over dates of service, with each one's share of the charges. Visits count under the payer recorded on the visit. Payments are everything collected so far on each group's charges, from payers and patients, with reversals netted out. Void visits and voided charges are left out.
Scheduled revenue projection	Upcoming appointments (the next 30 days by default) valued at the payer's allowed amount for the booked codes, or the standard charge where the payer has no rate, with units estimated from the booked minutes. Group by Week of, Location, Provider or Payer. An appointment is At risk when the payer requires an authorization and none is active or its units are used up, the coverage or authorization ends before the visit, eligibility was not verified in the last 30 days (Eligibility add-on), a plan of care the payer requires is not certified, a required consent is missing, or no fee schedule prices its codes. Expected at risk totals their value; choose At risk only for the worklist.
Authorization revenue analysis	For the approved authorizations overlapping the dates you pick, per line: the authorized amount prorated to the days inside the range, priced at the lowest agreed rate of the line's codes (the payer's allowed amount, else the standard charge), and what was Utilized and Scheduled in the range. Lost on ended is what an approval that already ended left unused; Unused on active is what an active one has neither used nor booked. Only primary-payer approvals count unless Patient settings adds every payer's.
Unbilled and held charges	Charges still in review (draft, held or ready), with how many days each has waited, its queue age band and the holds keeping it off a claim. Group by Holds or Queue age to see holds by reason or how old the queue is. Show all unbilled charges or held ones only.
Denial recovery time	Lines first denied in the dates you pick and how long each took to be paid: the clock starts at the line's first denial and stops at the first payer payment applied to it on or after that day (a denial of a whole claim waits for a payment on any of its lines). A payment on a corrected claim counts too: when the denied charge was rebuilt for the correction, or the whole claim was replaced, the first payment on the new charge or claim stops the clock. Shows lines denied, recovered and the recovery rate, 0-30, 31-60, 61-90 and over 90 day buckets, the average days to recover and the denied amount still open, by payer or by the biller who owns the denial (Unassigned when nobody does).
Year-end financial summary	Your clinic's money for a year (last year by default), per month, location or both, to hand to your accountant: charges by date of service, payer and patient payments by the day received, contractual and other adjustments by the day posted, refunds issued and net receipts (payments less refunds). Set Date basis to Posting date to count charges and payments on the day they were entered in NeatPractice instead, which matches what was posted in each month. A payment counts under the locations of the charges it paid; money not applied to a charge, and refunds not tied to one, show as No location (left out when you pick locations). Export it as a PDF or CSV.
Visit margin	For signed visits in the dates of service you pick, per provider or per visit: charges, what was paid so far, what the visits are worth (paid, or the expected allowed amount while a balance is still open; the charge less contractual adjustments when no payer fee schedule priced it), the provider's pay for them, the margin and the margin rate. Pay is the visit's pay items in Payroll, including documentation time, mileage and corrections; excluded items count as nothing. Visits without pay counts visits payroll has not priced yet, and salaried providers have none. Needs the payroll view permission and the Payroll add-on.

Operational#

Report	What it shows
Productivity	Per provider: appointments scheduled and their hours, visits documented, units, treatment minutes and visit hours against scheduled hours. Only appointment types that count toward productivity are included.
Staff utilization	Per provider: available hours, billable hours and utilization (billable hours divided by available hours). Available hours are the provider's working hours inside location hours, less holidays and time off. Billable hours are signed visits with at least one treatment line, on appointment types that are billable. Projected utilization adds billable appointments still booked from now to the end of the range, so a month in progress shows where it is heading.
Cancellations and no-shows	Cancellations, late cancellations and no-shows by provider, appointment type, location, patient or cancellation reason. The rate is cancellations plus late cancellations plus no-shows, divided by appointments scheduled. Rescheduled appointments count once, as the new booking.
Cancellation detail	Each cancellation, late cancellation, no-show and reschedule with its date, patient, provider, appointment type, reason, cancellation note and latest change note.
Scheduled vs completed vs billed	Per provider and day: patients scheduled and seen, visits signed and finalized, and how many billing has taken. Choose Days with a gap to see only the days that need attention.
Authorizations	Visits and units authorized, used, scheduled and remaining for each approved authorization. Expiring soon means it ends within 14 days or has 3 or fewer visits left.
Authorization utilization and pace	Each line of the approved authorizations in force, in the measure it limits (units, hours, visits or dollars): authorized, used, scheduled and remaining. Expected used by now prorates the authorized amount by how much of the period has passed; the line is Over pace or Under pace when the share used is more than 10 points away from the share of the period elapsed. Projected exhaustion is when the line runs out at the rate used so far (blank if it lasts to the end date). Revenue left prices what is neither used nor booked at the payer's allowed amount, or the standard charge.
Authorization weekly review	Every approval in force in the payer week holding the Week of date, one row per line: what the week allows, worked and booked this week, what is left this week and in total, the owner, the date last verified, the end date and days left, and Needs a look (over the week, used up, ending in 14 days or fewer, not verified, no owner). Filter by Owner, payer, discipline or location, or show only the rows that need a look. The authorization queue downloads it for this week.
Eligibility not verified	Upcoming appointments whose coverage has no active eligibility check within the window you choose.
Referrals by source	Referrals per referral source, else referring provider or free-text source, with the source's kind, and how many went on to an evaluation.
Waitlist and intake	Referrals waiting now with how long they have waited, or every referral in a date range with its outcome.
Intake funnel and time to first treatment	Referrals received in the range and how far each got: intake (the first appointment booked for the referral), evaluation (the first signed evaluation) and first treatment (the first signed visit with a treatment code or a daily note). Shows how many reached each step, the share treated and the average days between steps, by discipline and payer, or one row per referral with its dates. The payer is the primary coverage on the referral date, or the first one added after it.
Benefit limits	Visits used against each coverage's visit limit in its current calendar year, plan year or lifetime period.
Active patients without future care	Active episodes with nothing booked from today on, or nothing in the next 14 or 30 days, with the last visit, the primary provider and where the follow-up stands on the recall list. Snoozed and resolved episodes are left out unless you choose Every episode.
Caseload by provider and role	Patients on each provider's care team per role and discipline: on the caseload when the period began, added and ended during it, and on it when it closed. Choose Each membership to see every care team entry with its patient and start and end dates. A patient counts once per provider, role and discipline. Filter by role, provider, discipline or the patient's locations.
Patient demographics	Active patients per month by age band (0 to 2, 3 to 5, 6 to 11, 12 to 17, 18 to 64, 65 and over, on the month's last day), sex or location, with each group's new patients and its share of the month's patients. A patient is active in a month when one of their episodes was in care during it; a patient at two locations counts at each.
Length of service by discipline	Episodes per quarter by discipline, or by discipline and payer: how many started (start of care in the quarter), how many were discharged, how long those lasted in days and signed visits, and how many were still in care at the quarter's end. Quarters are whole even when your dates cut one. The payer is the primary coverage at start of care.
Visits below plan of care frequency	Weeks where a patient has fewer visits booked than their signed plan of care calls for, this week or up to 12 weeks ahead, with the visits per week, how many are booked and how many short (see Below plan frequency).

Clinical and compliance#

Report	What it shows
Unsigned and overdue notes	Visits whose note is still unsigned, with hours since the visit and whether it is past 24 or 72 hours.
Co-sign pending	Signed notes and addenda waiting for a supervisor's co-signature, by supervisor and supervisee.
On-time documentation	Per provider and discipline, the documentation deadlines due in the dates of service you pick, met on time, met late or still open, and the on-time rate.
Note time to complete	Per provider and discipline, the visits in the dates of service you pick and how many days their note took to sign: same day, 1 day, 2 to 3 days, 4 to 7 days or longer, with the same-day share and the average. Days run from the date of service to the signing date in the visit location's time. Unsigned notes count as Still open; visits not over yet are left out.
Plan of care and recertification due	Recertifications coming due and plans still missing the physician's signature, with the 14, 21 and 28 day warnings. Filter by the patient's locations.
Progress reports due	Episodes in treatment with their progress report count, the payer's rule and when the report is due. Filter by the patient's locations.
Discharges and outcomes	Episodes discharged in the range with the reason, visits and how many signed plan goals were met, as assessed in the signed discharge summary (a goal carried to a recertification counts once).
Outcomes and treatment efficiency	For episodes discharged in the range, per primary provider, location, discipline, payer or visits per week: visits, treatment hours (signed visit time), plan goals and goals met (counted as in Discharges and outcomes), goals met per 100 treatment hours, the average days from start of care to each goal met (the first signed document that reported it met) and the average days in care. Location is where most of the episode's visits took place; the payer is the primary coverage at start of care.
Outcome score change	For the same episodes and groups, each outcome instrument with at least two results from start of care to discharge: how many episodes were measured, the average first and last scores, the average change, and how many improved, declined or stayed the same. Improved follows the instrument's Higher score is better setting, so a falling score counts as improvement on a scale where lower is better. Scales differ, so each instrument has its own rows.
Note similarity	Signed notes whose text closely matches another signed note of the same type by the same provider, for any patient, both dated in the range, with the similarity percent and a link to each note. Needs the Review permission for documentation audits as well. See Note similarity.
Returned notes	Notes returned to their author for correction, with who returned them, the reason, days open and whether they were corrected. Needs the Review permission for documentation audits as well. See Returned notes.
Clinical oversight ratio	ABA clinics: per learner, the supervision hours (the supervision codes of your case supervision requirement, 97155 by default) and caregiver guidance hours over direct treatment hours (its treatment codes, 97153 and 97154 by default) in the range. Group by Case lead to see each clinician's learners together. Shown only while the clinic has the ABA module.
Credential expirations	Provider licenses and certifications expiring within 30, 60 or 90 days, and those already expired. With caseload access you see only your own.

Administrative#

Report	What it shows
User license history	Seats added and removed per license type, members' license type changes, and members enabled, disabled or removed.
Staff turnover and onboarding	Per month: headcount at the start and end, hires, separations, the average headcount and the turnover rate (separations divided by the average headcount; the total row is the average monthly rate). A member is hired on the start date of their onboarding, else the day they were added to your clinic, and separates after the last day of their offboarding once it is complete or past, else when removed, or when disabled and still disabled. For hires who are providers, Average days to first billable visit runs from joining to their first signed visit with a treatment line. Choose Providers or All members.
PHI access	Who viewed, exported, printed or sent patient records, with break-glass reasons. Pick a patient to see who opened their chart, or a user to see what they opened.
Audit changes	Records created, changed and deleted, by user, record type and date, with the names of the fields that changed and the deletion reason of each delete. Values are not shown.
Reminder log	Appointment reminders and notices with their channel, status and responses. Addresses and message text stay on the schedule's reminder log.

ABA#

These reports list only while your clinic has the ABA module. Each sits in the category shown and counts ABA episodes, authorizations and sessions only.

Report	Category	What it shows
ABA authorization utilization	Operational	Each line of the ABA authorizations in force on the date you pick: authorized, worked, scheduled and remaining, in what the line limits or in hours, units or visits. Utilization is worked plus scheduled divided by authorized. Prorated utilization is worked divided by what an even pace would have used by the date, so 100% means exactly on pace. Needed per week is what is left divided by the weeks left.
ABA staff utilization	Operational	Billable ABA hours per provider against their available hours or their weekly target, whichever is lower, plus a projection from what is still booked. Each provider's target comes from ABA settings; pick one target for everyone, or none, for a single run. Available and billable hours count the way Staff utilization counts them.
ABA cancellation analytics	Operational	Cancelled hours against scheduled hours of ABA sessions by hour of day (in the location's time), learner, provider or reason. Late cancels and no-shows count as cancelled; by reason, the share is of every hour scheduled in the range.
ABA active learners	Operational	One row per learner and month with a signed ABA session or an ABA charge dated in that month, the count behind the per-learner ABA price. A learner counts once per month.
ABA supervision compliance	Clinical	The monthly supervision logs for each month in the range: per RBT or BCaBA, supervised hours over service hours; per learner, direct supervision over direct treatment hours. Each row shows the clinic's minimum, the status (Met, Not met, On track or At risk) and what falls short. Needs permission to view supervision.
ABA clinical progress	Clinical	Per learner: targets, targets mastered in the range with the average days, treatment days and opportunities they took, short-term goals met per 1,000 treatment hours, and completion (targets mastered divided by targets not discontinued). Days run from a target's first move to intervention to its mastery.
ABA session financials	Financial	Each signed ABA session with its codes and hours, what was billed and paid, what was paid or is still expected, and, for users who may see pay, the provider's pay cost and the margin.