The Payment Collection report is designed to help you reconcile the payments your clinic received with the payments documented in ChiroUp.

This report is based on the date the payment was received. For example, a payment received on September 25 will appear on the September 25 Payment Collection report, regardless of when the patient was seen or when the payment was posted to a date of service.

Use this report to confirm that the payments documented in ChiroUp for a specific date or date range match the payments you actually received in your cash drawer and bank deposits for those same dates.

💸 Here's where to find the Payment Collection Report: 

Navigate to Reporting > Billing > Payment Collection. 

💸 What payments show up on the Payment Collection report?

The Payment Collection report includes all payments documented in ChiroUp, whether the payment has been applied to a purchase or is still unapplied.

Payments appear on the report based on the date collected. In ChiroUp, this is represented by:

→ Patient payments: The Payment Date, which is the date the payment was recorded in ChiroUp.

→ Payor payments: The Remit Date shown on the ERA.

💸 Here's how to generate the Payment Collection Report: 

Select your desired filters and click Generate Report. 

Filter Breakdown↓

• Date Collected Range: filter by the date in which the payment was collected.
• Payment Method: filter by payment method (Cash, Check, Credit Card, Credit Transfer, EFT). 
• Payment Status: filter by whether the payment is in the Collected, Voided, or Refunded status. 
• Created By: filter by which type of user collected the payment (User, Patient, or System).
• Verified: Filter by whether the payment has been verified (this can be done while viewing the ERA). 
• Payor Type: Filter by patient payments, payor payments, or both. 
• Patient: filter to a specific patient. 
• Payor: filter to a specific payor.
• Reference Number: search payments by the check number on an ERA.
• Show Pending: check this box to filter by any currently CC Payments Pending.
• Unapplied Payments: check this box to filter by all unapplied payments. (If the unapplied payment is from the patient, that means its a credit on their account. If the unapplied payment is from a payor, that means it is an unposted ERA). 

Use the buttons at the top of the screen to refine your report: 

• Verify & Unverify buttons: Use the Verify feature to help reconcile payments against your cash drawer and bank account. 
• Requests: These are failed credit card payments. Some may need to be reconciled, while others may be failed due to declination or other error message.
• Hidden Requests: These are failed credit card payments you have electively hidden. 
• Unapplied: filters the report to only include payments with an unapplied balance (patient credits and unposted ERA payments) 
• Patient Relationships: filters the report to only include payments applied to related patients

 

 

Download a CSV file of the report by clicking Download.

The Payment Collection report will save a snapshot of the report when you generate it. This snapshot is remembered for the current day and for all users on your account. To regenerate the same report later, just click the Regenerate button. Or, to generate a new version of the report, update your filters and click Generate.

Here's a breakdown of the data returned on the report: 

At the top of your report, you'll see a stats overview that shows different totals based on your selected filters. 

Within the report itself, you'll find a more detailed breakdown of each payment: 

• Date Collected: The date in which payment was collected (recorded) in ChiroUp. 
• Payor: The patient or insurance company who made the payment. 
• Collected Amount: The total amount of the payment collected. 
• Applied Amount: The portion of the collected payment that has been applied (posted) to a purchase. 
• Unapplied Amount: The portion of the collected payment that has not yet been applied (posted) to a purchase. 
  • Unapplied patient payments are credits on their account
  • Unapplied payor payor payments are unposted ERAs
• Ref. No./ERA Details: The check number from the ERA, if applicable. Or, for integrated credit card, the cc payment reference numbr.
• Verified: The date in which the ERA payment was verified, if applicable. 

 

 

💸 Why does the total collected on the Payment Collection report not match collected amounts on other billing reports?

It can be confusing when two billing reports show different totals, but that's expected! Each billing report is designed for a different purpose, so they aren't intended to match.

The key difference is which date each report uses to determine when a payment should appear. Payment Collection looks at the date in which you physically received the payment, while other billing reports may use different dates, such as the date of service or posting date.

Think of each report as answering a different question. If you're trying to determine how much money your clinic collected on a certain date, regardless of what you did with the money afterward, Payment Collection is for you! It's best used to balance the payments you recorded in ChiroUp against the money you actually received.

💸 Why can't I filter by provider or location on the Payment Collection report?

Payment Collection tracks when money was collected, not which provider or location it ultimately belongs to. That's because a payment isn't tied to a provider or location until it's posted to a purchase. Then, the payment is linked to the billing provider and location associated with that purchase (appointment). 

For example, a patient's $50 payment may sit as a credit on their account and could later be used toward an appointment with any provider at your clinic. ChiroUp can't know which provider or location to associate it with until the payment is posted.

Looking to filter payments by provider to determine compensation? Check out the Compensation Calculator! It uses the posting date and associates payments with the provider and location on the purchase, making it the best resource for determining revenue by provider.