Reports: What You Should Be Looking For

Reports give you the opportunity to know the strengths and weaknesses of your practice. They are a great tool to make sure you are on track with your goals. The variety of reports available in practice management software will allow you to know if you are going off track and allow you to devise a plan to make needed corrections.

As a consultant, one of the most important tools we utilize is practice reports. In fact, as part of our consulting we train doctors and teams on the “ins and outs” of reports, which gives them the tools to anticipate changes and make needed corrections before there has been any long-term negative impact on the practice. We find offices that know how and when to run the reports have a higher success rate and consistent goal achievement.

What reports are you running, when do you run them and how do you analyze them?

Here’s a sampling of what is important. (keep in mind, each software may call the report something slightly different but generally the same information is provided.)

DAILY

  • Day Sheet - shows a snap shot of total production, collections and adjustments.
  • Procedure by Provider - shows how many of each procedure each provider received credit for
    Daily Deposit - this report allows you to cross check what has been entered into the computer with what you have on hand for cash, checks and credit card receipts.
  • Adjustments by Type - this report breaks down the monies that were adjusted off, whether due to insurance contracts, bad debt, etc.

WEEKLY

  • Number of cancellations/no shows - this helps you keep control of your schedule and gain a better understanding of why patients are not keeping their appointments.
  • Procedures not attached to insurance - this report allows you to view patients that have been in for treatment and have a dental benefit but for some reason the procedures were not submitted for reimbursement.

MONTHLY

  • Number of new patients - Not only is it important to see how many new patients are coming to your practice; you also want to track the number of patients leaving the practice. Another important component to new patients is tracking how they were referred to your practice so that you can evaluate your ROI.
  • Aging Report/Accounts Receivable - The longer money is owed to you, the less you are actually recouping once payment is made.
  • Outstanding Insurance - With the use of electronic claim submission and electronic attachments, insurance companies are turning claims around in 7-10 days provided you have submitted the correct information.


On a QUARTERLY basis you should be reviewing your unscheduled treatment and overdue hygiene patients.

Finally, on a YEARLY basis you should be reviewing your fee schedule and increasing your fees based on what it costs YOU to run your practice, not what your competition is charging or what you read in an article.

In order to determine what it costs you to run your practice you need to be looking at your Profit and Loss Statement and Balance Sheet for the last 12 months (this information will come from your accounting software, not your practice management software). Determining a budget for your practice would be the next step in ensuring your practice is running efficiently.

Now, if you’ve never taken the time to review your practice’s reports, the above information can be very overwhelming, but rest assured, there are resources available to assist you. Your software company can assist you in locating and printing the correct reports and we can assist you in analyzing the reports should you have questions.