2015 User Conference

General Workshop

Designing Financial Reports to Meet Your Needs Introducing Advanced Reporting Tools Utilizing Excel April 23/24/25 2015Presented by:

Fred Pytlak & Chris Becker

2015 Office Practicum User Conference

Exporting Financial Data Overview

▪ Requires OP version 14.0.4x

▪ Export OP data from Cloud or Client Server

▪ Explain New OP Data Sets

▪ Using the OP dbExporter Tool▪ How to import data files into a Microsoft Excel

workbook

2015 Office Practicum User Conference

Exporting Methods

There are two end-user methods for exporting Data

▪ Exporting from an OP Grid reports

▪ Exporting using the OP dbExporter Tool

2015 Office Practicum User Conference

Exporting Methods

OP data is exported into a file using the Comma-Separated Values (CSV) format.

Example of a CSV file:

first_name, last_name, birthdate, address_line1, address_line2, city, state, zip,,

2015 Office Practicum User Conference

What is a Dataset?

A dataset is a collection of columns and rows and the data contained therein, from one or more tables in OP.

Tables are linked using common columns in each table.

The datasets are constructed to lookup codes used in the main patient financial records table with definitions stored in other tables.

The four datasets discussed in this presentation have been designed to link tables in various ways in order to aggregate data for different purposes.

2015 Office Practicum User Conference

Why Custom Datasets?

Denormalized Data.The data sets include code lookups.

Instead of seeing the only insurance code ‘B23’, the dataset shows ‘B23 Blue Cross Independence’

The datasets are constructed to make it easy to create and understand Excel reports.

2015 Office Practicum User Conference

OP Data Sets

▪ Billing_Transactions Shows all transactions. Similar to the Billing Analysis grid. Biggest difference is this dataset includes all fields in the table.

+ Shows the number (count) of CPT codes used+ Calculates sum of charges, sum of payments, etc+ Use for productivity reports that show counts and sums

x Cannot determine what CPT was being paid or adjusted x Does not calculate reimbursement for CPT codes

2015 Office Practicum User Conference

OP Data Sets

▪ Billing_Chrgs_with_PaymntsShows all charge transactions for dates specified with a summation of all insurance payments, insurance adjustments, patient payments, patient adjustment, etc. for each charge

Payments, adjustments, etc not limited to a date range.

Only shows fully paid charges. (unlike in OP Reimbursement Analysis form where there is a choice to show charges in various stages of being paid)

Downloads of recent activity can go stale.

2015 Office Practicum User Conference

OP Data Sets

▪ Billing_Chrgs_with_Paymnts

+ Use to show reimbursement details of CPT codes that were fully adjudicated. For example, average reimbursement by insurance

carrier or provider.

x Not for determining counts of all CPT codes x Does not calculate sum of all payments for a specified

date rangex Not for productivity reports

2015 Office Practicum User Conference

OP Data Sets

▪ Billing_Paymnts_with_ChrgsShows all payments for dates specified and shows the charge (CPT) that was paid. Can filter by charge date.A similar report does not exist in OP.

+ Use to calculate sum of all payments for specified CPT codes

+ Use to calculate sum of all payments with carve out of CPT codes

+ Use for provider productivity reports.

x Cannot use to determine the count of CPT codes. A CPT code

charge is represented for each payment, and therefore a count

would overstate exact number of occurrences.

2015 Office Practicum User Conference

OP Data Sets

▪ Billing_Receipts_for_DepRevenue Collected. Same as the Receipts for Deposit tab in Billing Analysis. Combines all new money entered in patient credits or as direct payment. Matches the Daysheet report.

+ Dataset is exactly the same data as on the Billing Analysis form.

+ Use to show revenue collected per daysheet ID, daysheet date,

per location

x Calculation of revenue collected per provider is unreliable.

Credits entered into the system may be attributed to one provider

but then attributed to a different provider when applied as a

payment.

2015 Office Practicum User Conference

Let’s Get Started.

▪ Must be on OP version 14.0.40 or higher

▪ Configure Permission to access the dbExporter tool.

▪ Determine what will be your starting and ending Daysheet_ID

2015 Office Practicum User Conference

Configure Permission

In Security Administration, grant the permission

‘Tools_DBExporter’ to individuals or a group.

2015 Office Practicum User Conference

Open the Database Exporter

From the Tools menu item, click on ‘Database Exporter’

2015 Office Practicum User Conference

OP Database Exporter

2015 Office Practicum User Conference

Understanding Parameters ( filters)

Incremental downloading using Daysheet ID

Voids included in all downloads. Every transaction is downloaded.

In Excel, include voids for financial reporting, exclude voids for counting occurrences.

2015 Office Practicum User Conference

Using Report Filters in Excel

Always include Archive_Flag as a Report Filter.

2015 Office Practicum User Conference

Exporting Financial Data Conclusions

Exporting OP data to Excel gives expanded reporting capabilities.

Unlimited customized reports to suit the needs of your practice.

Share workbooks with other OP users.Share your ideas with OP to further

expand the use of Excel.

2015 Office Practicum User Conference

We want your feedback!

Handouts:OP DB Exporter Dataset Info