Capitation Reports

Capitation Scheme Profile Report

The Capitation Scheme Profile Report provides a breakdown of the capitation scheme by age, sex and band.

Selection of data for the report can be made by date, one or more providers, and payor:

The report shows the changes that occurred during the reporting period, e.g., New Members, Number that Left, Net Change, Estimated Collections, and some Appointment information. All information is given per provider.

• The estimated monthly collection figures are based on the number of members at the end of the selected period, multiplied by the current monthly fee entered for each band.

• The estimated collections for period, takes the monthly collections rate and multiplies it by the number of days in the period.

• The hourly rate is based on the total length of completed appointments within the period. It does not take account of double bookings or reserved time which was not utilised. Where patients have no band assigned, a monthly fee of zero is used, which will distort the overall collections, and hourly rate figures. Where a particular band has had no completed appointments within the period of the report an hourly fee cannot be calculated and will be shown as zero.

Capitation vs Private Report

This is a ‘what if’ report that attempts to be a “crystal ball”, advising on what fees the practice might have earned if the work they carried out under a capitation payor had in fact been done privately. This report gives the practice some guidance on whether they would be better off converting their patients to private or staying with the Capitation Scheme. It can also show them whether a particular band is over/under-priced against their standard fees.

The report works by looking at the work done under the capitation scheme and determines what the private fee for the same item would be. Therefore the services carried out under the capitation scheme would require a price set against them in the service list in order to generate a private fee equivalent.

It is designed to give an indication, but cannot be considered wholly accurate as there are too many variables which could influence what the private item might have been charged at. The report only uses the standard price for the comparison.

The estimated monthly collections is based on the number of members at the end of the selected period, multiplied by the current monthly fee entered for each band. The estimated collections for period takes the monthly collections rate and multiplies it by the number of days in the period. Where patients have no band assigned, a monthly fee of zero is used.

Provider Breakdown is based on patient’s owning dentist. Note a single provider may not have done all of the work shown against their name.

COT Costs Exceed Invoices Report

This report identifies Payment Plans where the costs incurred so far are greater than the instalments that have been invoiced to date.
You can review these plans to determine if the value or frequency of instalments should be altered to ensure that costs are covered throughout treatment.

The report can be by provider, or for multiple providers, or for a single Provider category.
You can choose whether full COT details are included, or the report is in summary format only.

To run the COT Costs Exceed Invoices report

1. From the Reports menu (Administration > Reports) select "COT Costs Exceed Invoices":

2. Enter a provider code in the "Provider(s)" field, or click in the field and use the

   or

   button to select one.
   For multiple providers, click the

   button and select the providers you want to include.
   For providers belonging to a particular Provider Category, enter a Category code in the "Provider Category" field, or click in the field and use the

   or

   button to select one.

3. Click in the "Include full COT details" checkbox if you require the details on the report.

4. Click the

   button if you want to check the report details before you print it, otherwise click the

   button.

Denplan Reports

Assessments Done Reports

This report counts all assessments done in the date range you specify, and reports these in tabular form.

To run the report:

1. Select Administration > Reports and under the Reports tab double-click the Denplan Assessments Done Report.

2. Specify the From - To date range:

   • Enter the date range, or

   • Choose dates using the drop-down menu on each field, or

   • Click the

     button to select a date from the calendar.

3. Select Print, Preview or Email.

   
   
   

Example Report:

Note that the Age columns are based on the age of the patients at the time the assessment was performed.

Assessments Due Report

This report lists all Denplan patients due or overdue for an assessment.

The Denplan Assessments Due dialog asks for a date by which all Denplan patients should have had an assessment redone.
The report runs through all Denplan patients, reports any patients who are overdue for an assessment, and notes when their most recent Assessment was done.

To run the Denplan Assessment Due Report

1. Select Administration > Reports and under the Reports tab double-click the Denplan Assessments Due Report.

2. (Optional) Select the Show Detail option to add these columns to the report, with the current band highlighted for a patient if it differs from the last assessed band:

   • Name

   • Last Assessed

   • Last Assessment

   • Current Band

3. Select Print, Preview or Email.

Sample report output (detailed version shown):

NOTES:

- An Export option is provided. This will give access to the patient's address, so you can use the report to produce a mail merge if you wish.

- The Last Assessment column shows both the assessed band and the score that generated it.

- The Current Band column shows the current band from the patient file, and is highlighted if it differs from the last assessed band.

- Run both the Capitation Scheme Profile Report, and the Capitation vs Private Report, for an overview of how your Denplan scheme is running.

Integration Report

The Denplan Integration Report calculates the potential financial gain in converting current patients to Denplan.

1. Select Administration > Reports and under the Reports tab double-click the Denplan Integration Report to load the report window:

   (Note the options to Print, Preview, Email or Export to .CSV)

2. Sort patients by

   By default, the report will display patients sorted in order of Last Name. To sort the report by another criteria, click the dropdown button and select another sort method from the menu:
   

   

3. Specify whether to include or exclude inactive patients by checking or un-checking the Include Inactive checkbox.

4. Select Patients

   Use the Select Patients field to select, edit or create a new query to define the patients, making it possible to print Statements for selected groups of patients as defined in the query:

   See also these resources for related Queries information:

   
   Video series for Contact Lists and Queries
   
   (multiple videos)
   
   Mini-masterclass - Contact Lists
   

5. Specify further report criteria as follows:

Provider(s)	To limit the report to just the patients of one or more providers, select the provider using the or buttons, or the button to select more than one provider.
Provider Category	To limit the report to just those providers belonging to a particular Category, select the category using the or buttons.
Payor(s)	To limit the report to just the patients with a particular payor, select the payor using the or buttons, or the button to select more than one payor.
Sort by... Provider or Payor	These (mutually exclusive) option buttons allow you to sort the report according to provider name or by payor. The information in the report is calculated in the same way, but the layout is slightly different.
Show Detail checkbox	If checked, the detail regarding the patients under each section will display. This will include the patient’s name, provider and whether they are a child, exempt patient or an adult. If the checkbox is unticked, only the header information for each Payor will be displayed as well as the summary. The Summary section will display the Total Summary by Payor, as well as the percentage of selected patients per band.

NOTES:

The figures used to calculate patient Denplan scores are based on historical treatment alone; this does not include gingival condition, periodontal status or plaque control. As a result, these figures do contain a certain amount of inaccuracy and should therefore be used only as a guideline.

The band information displayed on this report is based on the Denplan banding system but Denplan should be contacted directly if a full risk assessment is required.

If when you run the report, EXACT finds services which do not have a Denplan category set, it will display the Denplan Setup window to enable you to assign them.

Report Example:

This shows an upper part of the report body, with details turned off.

The information in the summary pages of the report appears as in these examples:

Earnings Summary Report (NHS)

This report is designed to show how payments received by the practice are divided into NHS, Private, Stock item and Deposit payments.

1. Select Administration > Reports.

2. In the Reports desktop, double-click the Earnings Summary report to open the Print Earnings Summary window:

3. Specify a Query Template in the Select Patients field, either by scrolling up/down or by means of the View Query Templates window:

   (from here you can also edit Query Templates or create new ones by means of the +1 button).

4. Specify Provider/s as follows:

   • To print an Earnings Summary report for the entire practice, leave the Provider(s) field empty

   • Select an individual provider by means of the scroll buttons

     .

   • Specify a combination of Providers by means of the Multiple button

     .

5. Define the date range for the report by means of the From and To date fields.

6. Show Details?

   • Tick (select) this checkbox to provide details for the receipts and invoices that make up the report.

   • Leave this checkbox unchecked to show only a summary of the payments and the payment methods, dividing them into types of payments.

7. Click Print to send the report to the printer, Preview to preview on screen and then print from the Preview screen, Email to email a copy of the report to an email recipient, Export to create a file readable in Excel, or Cancel to return to the previous screen.

   The example below shows an Earnings Summary report for the entire practice and all Providers, in summary format (with Show Detail not selected):

Interpreting the Earnings Summary Report

With Show Detail checked (ticked):

The report is divided into columns:

With Show Detail unchecked:

Only a summary section is printed:

Friends and Family Survey Report (NHS)

This report covers the results of NHS-compliant, Clinipad-based Friends and Family Testing.

The report parameters include

• A choice of Provider/s (if multiple, a choice of whether to combine them in a report or report each separately)

• Patient demographics (gender, age and ethnicity)

• Whether to include the respondents' text comments in the report.

  NOTE: Anonymity is built into Friends and Family Test functionality in multiple ways to guard against practitioners linking respondents with particular answers

Note that report data needs to be uploaded to the NHS Portal.

To run the Friends and Family Test report

1. Select Administration > Reports and select the NHS Friends and Family Test Report:

2. From the parameters dialogue select parameters as follows:

   Overview: From this screen you can choose parameters for Provider/s (if multiple, whether to combine them in a report or report each separately), patient demographics (gender, age and ethnicity), and whether to include the respondents' text comments in the report.

   Report parameters:

   
   
   

   
   
   

3. Print, Preview or Email the report. If Emailed you can preview it from the EXACT Email Outbox.

Income Cycle Reconciliation Report

This report is designed to show an overall financial position of income due to the practice.

The following information can be obtained from this report:

• Total amount of invoiced work due to be paid to the practice in a previous period.

• Value of new work that has been invoiced since the previous period

• Adjustments made to previous invoiced work

• Receipts from patients since the previous period

• Adjustments made to previous receipts.

• NHS Dental Services figures for monies due to be paid by NHS Dental Services to the practice

• Another feature of the report is the ability to select & print individual reports giving further breakdown for the figures shown in the main report.

To Run the Income Cycle Reconciliation report

1. Select Administration > Reports > Income Cycle Reconciliation:

2. Leaving the Provider(s) field empty will print an Income Cycle Reconciliation report for the entire practice; however an individual provider can be selected from the list by using the

   button.

3. Clicking the

   button will allow printing for a combination of Providers.

4. Alternatively, you can leave the Provider(s) field blank and select all providers belonging to a provider Category by selecting a Category in the Provider Category field.

5. The From and To date fields will default to the beginning and end dates of the previous full month, but can be changed to define a different date range for the report.

6. Click Print to send the report to the printer, Preview to preview on screen and then print from the Preview screen, or Email to email a copy of the report to an email recipient, Export to produce a copy suitable for importing into a spreadsheet or word-processor, or Cancel to return to the previous screen.

7. If Preview is selected, the following window will provide additional display and print options:

8. Click Print All to send all sections of the report to the printer, or Print for the options checked. Click Export All to create a file of all sections of the report readable in Excel, or Export for the options checked. Otherwise click Close to return to the previous screen.

Interpreting the Income Cycle Reconciliation Report

Main Report

The main report is divided into several sections by header:

Additional Reports

A number of additional reports are also available to be printed by ticking the box next to the required report. The figures shown rely upon the dates entered for the main report.

If all of the breakdown reports are required, then the user should select the ‘Print All’ button instead of ticking all the boxes.

NOTE: Some of these reports are also available to be printed from within their own report menus. A brief description of these reports, and where else they can be found is as follows.

Debtors List (Opening Patient balance report Option)	Shows patients who owe money prior to the report dates, splitting the total balance into 4 columns showing the overdue balance according to the number of days it remains unpaid. This report can also be printed directly from the ‘Reports’ list.
Opening NHS Dental Services Balance Report (Opening DPD balance report Option)	Shows amounts not yet paid by the DPD prior to the report dates. This report can also be printed from the ‘Administration’ menu, under ‘NHS’, ‘List Courses of Treatment’, by pressing the button.
Write-offs From Previous Period (Written off invoices report option)	Shows amounts written off, and a total of all write offs prior to the reporting dates. This report can also be printed from the ‘Transactions’ menu, under ‘List Items’, ‘List Write-offs’, by pressing the button.
New Invoiceable Work (New Invoiceable work report option)	Shows amounts invoiced to Patients for the report date range, split into columns for Private, NHS & NHS Dental Services, with a grand total for each column.
Adjustments To Invoiced Work for Previous Period (Adjustments to invoiced work option)	Shows adjustment amounts made to invoices prior to the report date range, split into columns for Private, NHS & NHS Dental Services, with a grand total for each column.
Money Received from Patients (Money received from Patients report option)	Shows dated receipts from Patients within the report date range, split into columns showing the Provider, Payment Method and Amount, together with grand totals for each payment method and an overall total.
Adjustments to Receipts from Previous Period (Adjustments to receipts report option)	Shows adjustment amounts made to receipts prior to the report date range, split into columns to show the Provider, Payment Method and Amount, together with grand totals for each payment method and an overall total.
Money Paid By DPD (Money from DPD report option)	This report shows money that has been received from the DPD. This report needs to be run after reconciling and processing a NHS schedule through EXACT.

Lapse List

This report is used to print a list of patients whose NHS registration is due to lapse during a specified time period.

The resulting report includes the following:

• Patient Name

• Patient Phone Numbers

• Patient Balance

• Patient’s dentist

• Lapse Date

• Acceptance Date

• Last Exam Date.

To Run the 'Lapse List' Report

1. From the ‘Administration’ menu, click ‘Reports’ and select ‘Lapse List’:

2. By using the 'Select Patients' field, a query can be selected or created, making it possible to print this report for selected groups of patients as defined in the query.

3. The Provider field will default to the user logged in. Blanking out the field out will print a ‘Lapse List’ for the entire practice. A different provider can be selected from a list by using the

   button. Having a provider selected will print the list of only that provider’s lapsed patients.

4. The 'From' and 'To' Date fields are used to define the future date range for which to print the report.

5. The ‘Types’ fields allow two different criteria to be selected to narrow down the list. If required, use the

   button to select an option in either field.

6. Click ‘Print’ to send the report to the printer, ‘Preview’ to preview on screen and then print from the ‘Preview’ screen, or ‘Cancel’ to return to the previous screen.

   The example below shows a ‘Lapse’ List for the patients of provider DEMO, whose NHS registration is due to lapse during a future time period.

NHS Claimed Versus Paid Report

Use this report to compare the UDAs claimed versus claims paid by the NHS.

The report provides more detailed comparisons than the NHS Schedules Reconciliation.

It runs additional checks in the database table(s) to find hidden / actual differences between what was claimed and what was received/paid.