Lytec Report Tips and Tricks
The three most common reports in Lytec are available on the left hand side of the main reports menu.
- Day Sheet – Contains BOTH a Transaction Journal (2) and a Practice Analysis Report (3), but by default only shows those items that have been entered since the last time you printed this report. Should only be printed by the biller. Will give you an Accounts Receivable figure at the end of the report which SHOULD be accurate, but may not be if you have ever deleted anything AFTER it has been printed on a Day Sheet.
- Transaction Journal – Lists the BILLING DETAIL INFORMATION for what was billed during the given parameters. Contains patient charts, billing numbers, procedure codes, payment codes, etc. If run without any filters/ranges, gives you an accurate portrayal of your accounts receivable figure, but will be hundreds to thousands of pages long.
- Practice Analysis – List SUMMARY information (counts and percentages) of both Charge and Payment\Adjustment information for the given parameters of the report. Usually the most succinct report to run (fewest pages). If run without any filters/ranges, gives you an accurate portrayal of your accounts receivable figure and will be just a few pages long.
The most popular Summary Reports include the Monthly and Yearly Summary.
- Monthly Summary – Shows you the total charges, payments, adjustments for EACH DAY of a given month. Can be run by entry date or date of service (detail date). If run by entry date that is what was entered on each given day. If run by “Date of Service” that should indicate was charged and collected on a given day.
- Yearly Summary – Shows you the total charges, payments, adjustments for EACH MONTH of a given year. Can be run by entry date or date of service (detail date). If run by entry date that is what was entered on each given month. If run by “Date of Service” that should indicate was charged and collected on a given month.
The following reports are a great way to get succinct data about your billings.
- Waiting Claims – Claims that have been created but not yet printed. “What will come out if I choose Billing\Print Insurance Claims?”
- Pending Claims – Claims that have been printed (aka sent), but not yet paid. A VERY HANDY report for working aging. If you run the report for all claims created more than 90 days ago, these are claims that should have already been paid. This gives a succinct list and overview of claims that need to be followed up on.
- Statement Pre-Run – Answers the question, “If I go to Billing\Print Statements which patients will have a statement generated?”
- Patient Aging – Shows 30/60/90/120 for JUST what the patient owes you. Patient balances are usually only assigned after all insurances have made full payments, unless you do not check the “accept assignment” box. If you are unsure if a balance is patient or insurance, go to the charges and payments screen, bring up a bill in question and look in the lower right hand corner to see where the balance due lies.
- Insurance Aging – Shows 30/60/90/120 for JUST what the insurance owes you. . If you are unsure if a balance is patient or insurance, go to the charges and payments screen, bring up a bill in question and look in the lower right hand corner to see where the balance due lies.
- Service Aging – Shows 30/60/90/120 aging, but combines the totals from the two reports above. If run without any filters/ranges, gives you an accurate portrayal of your accounts receivable figure.
Understanding the Date Range Options
- Billing Created Date – This is the date at the TOP of the bill, and if used properly, encompasses ALL CHARGES and ALL PAYMENTS\ADJUSTMENTS on that bill. We recommend training your billing staff to always make this date MATCH the primary Date of Service of the Charge (2 in the illustration above). That way you can get an accurate representation of what was EARNED during a given period when using this date range. For example, a report run on November 3rd , 2014 for Billing Created Dates 10/01/2014 through 10/31/2014 will show all charges for the month of October, as well as all payments and adjustments FOR CHARGES during that month (aka EARNED). If the same report is run in January, it should show the exact same charge amount but the payment and adjustment amount should be increased, as you will have collected from more insurances by then. If the same report is run a year later, it should have a report total (all charges minus all payments and adjustments) of zero, because you should have finished all your aging for that period.
- Dates of Service – This Date will be the Date of Service if talking about charges, but should be the “date of payment” when talking about payments. It could more accurately be referred to as the “Detail Date”. In the example above, a report run with 2/01/2014 through 2/28/2014 will yield JUST the charge, as the payment falls outside of that range. Even though the payment was applied to that “Date of Service”, Lytec is really using this date as the date entered by the payment posting person in the detail section of the charges and payments screen. It should accurately reflect when the money went to the bank.
- Entry Date – This should accurately represent when the data was entered into the system. That being said, it can be modified by the biller in two ways. 1. The “Default Entry Date” which can be found under admin\user preferences allows a data entry person to “back date” their data entry, and will effect this field. 2. A user could go to details\transaction entered on and display an edit screen as illustrated above. As a result, while it SHOULD be an accurate representation of what was entered during that given period, only proper security protocols and good company policy can guarantee this.
Why don’t my reports match?
The Day sheet is a very unique report in that it is designed to only show you the items you have entered since the last day sheet. If the “Previous Report Total” does not match the report total of the last Day Sheet in your file cabinet, there are two possible reasons for this.
- Someone in your office ran a “Rebuild” with “Reset Patient Balances” and “Reset Transaction Headers” on. In this case, the new number is the accurate one based on the detail which now exists in your data. Normally this figure is saved into a table, and not calculated each time to make the report run faster. This utility forces a recalculation. If these numbers are changing, it is because someone in your office has changed or deleted an item that has already been printed on a Day Sheet. For example, if a $10 payment is deleted, your “previous report total” would be none the wiser, and thus would be over by $10 UNTIL someone runs the rebuild, which corrects the problem.
- Someone in your office ran and closed a Day Sheet since the last one that ended up in the file cabinet. This is usually fairly easy to determine if you have the audit trail turned on. Simply run an audit trail report for the time frame between the two Day sheets and find who as running it. With any luck, they didn’t throw away the paper report.
If you are running reports based on an entry date that has since past, and they change over time, the most logical reason for this is that someone is using the default entry date feature in the admin screen, or the “transaction entered on” feature on the charges and payments screen to alter the data. If you do not suspect this is the case, (usually because the biller vehemently denies it), there are queries that can be run to compare the data, but you should have a backup from the earlier report time to do a good forensic analysis. The number one thing to look at in the two reports is the number of charges and the number of payments. If the numbers go up, there is additional data entry going on after the report has been run. If the numbers go DOWN (especially charge numbers), you may have a potentially serious problem. It is VERY rare for data to disappear without the help of an end user. Charges being deleted weeks after they were entered can be a sign of theft in the office.
What if I can’t find the report I am looking for?
This article is meant to be a basic overview of the most common reports, questions and pitfalls in using the Lytec program’s reports. It is not inclusive of all reports in the system. PSS can help you determine if there is a report which fits your needs already in your system. Further, if the report you’re looking for is not available (as is often the case), we offer our Reports Pro solution, which offers many of the reports that Lytec has been missing, and allows us to quickly customize reports for your specific needs. Feel free to reach out today for any of your reporting or Lytec needs. We would be happy to help!