Live dashboard
Your live dashboard
See every claim in real time: where it is, what happened, what is next, what is owed and how old it is. No back-and-forth and no chasing a biller for status. Plus a monthly summary.
What you see, for your practice and for each patient
Six questions every practice owner asks, answered for the whole practice and for any one patient, whenever you look.
| What you see | For your practice | For each patient |
|---|---|---|
| What was billed and what was paid | Charges, expected and collected, by month and by payer | Every visit billed, and every payment posted against it |
| What is still owed, and how old it is | Open balances by payer and by age, from 0 to 30 days to over 120 days | What insurance and the patient still owe on each visit, and since when |
| The details of every claim | Every claim by stage, from checking to paid, with its next step and date | Each claim's codes, units, checks, payer responses and history |
| Every write-off, and why | Every write-off with its reason and who approved it. | Any write-off on the patient's account, with its reason |
| How much we recovered | Money recovered on denied and underpaid claims | Denied or underpaid claims recovered for the patient's visits |
| What we need from you | Items only your practice can clear, such as a missing signature | Anything open for this patient, such as a plan-of-care recertification |
Views
Overview
Your practice
Since your last visit (Thu, Sep 24): 37 claims sent, 1 corrected claim re-sent, $3,590.20 posted, 8 items need you.
Rates, Sep 1 to 28
Paid in full on first decision is lower this month because Commercial PPO B paid 97530 less than it allowed before on 34 claims. See the space 'Commercial PPO B: 97530 paid less than it allowed before'. The open amount on June visits is all patient balances.
Expected vs collected, April to September
Axis to $50,000.00| Month | Clinic days | Visits | Units | Charges | Expected | Collected | Written off | Open A/R at month end |
|---|---|---|---|---|---|---|---|---|
| Apr | 22 | 423 | 1,467 | $124,358.00 | $45,351.80 | $42,495.33 | $1,257.76 | $46,673.09 |
| May | 20 | 428 | 1,529 | $128,178.00 | $46,361.70 | $42,201.95 | $331.11 | $50,501.73 |
| Jun | 22 | 408 | 1,449 | $120,953.00 | $44,138.27 | $44,087.51 | $846.26 | $49,706.23 |
| Jul | 22 | 437 | 1,524 | $128,030.00 | $46,364.90 | $46,688.61 | $1,608.61 | $47,773.91 |
| Aug | 21 | 439 | 1,548 | $129,979.00 | $47,282.26 | $44,958.63 | $1,605.92 | $48,491.62 |
| Sep 1 to 28 (partial) | 19 | 354 | 1,261 | $104,973.00 | $38,018.35 | $42,072.17 | $1,434.69 | $43,003.11 |
Open A/R at Mar 31 was $45,074.38. Each row closes: previous month-end A/R + expected - collected - written off = this month-end A/R.
Expected is net of Medicare sequestration (2% of the Medicare payment, CARC 253) on Medicare Part B visits.
| Stage | Claims | Open | Owner |
|---|---|---|---|
| Checking | 22 | $2,439.88 | Software, checked by a billing specialist |
| Needs you | 10 | $849.03 | You |
| With payer | 295 | $28,719.34 | Software; a billing specialist follows up if the payer is late |
| Being recovered | 68 | $3,932.09 | Billing specialist |
| Secondary plan | 29 | $539.73 | Software |
| Patient balance | 195 | $6,523.04 | Software statements, calls by a billing specialist |
| Total open | 619 | $43,003.11 |
Paid in full in the last 7 days: 103 claims.
Updates
Newest first- Mon Sep 28, 5:40 pmSoftware23 claims sent to 5 payers after charge review. 1 corrected claim re-sent (Pt 2269, member ID fixed).
- Mon Sep 28, 4:05 pmBilling specialistSent 5 appeals or corrected claims: 2 coordination of benefits (CARC 22), 1 missing authorization (CARC 197), 1 visit limit (CARC 119), 1 medical necessity (CARC 50).
- Mon Sep 28, all daySoftware12 patient payments posted, $437.83 (copays at the visit and statement balances).
- Mon Sep 28, 9:10 amSoftwarePosted $582.64 from insurers: supplement plans $291.96 (18 claims), paper check from Payer E $290.68 (2 claims).
- Mon Sep 28, 6:00 amSoftwareEligibility checked for 30 visits scheduled today. 1 flag: Pt 2259 coverage still not active (visits held since Sep 23).
- Sat Sep 26 to Sun Sep 27Software5 patient payments posted, $153.42 (statement balances).
- Fri Sep 25, 5:35 pmSoftware14 claims sent to 6 payers.
- Fri Sep 25, 3:30 pmBilling specialistAppeal sent for Pt 2249 (Medicare Part B, CARC 22): patient confirmed Medicare is primary.
- Fri Sep 25, 10:15 amSoftwareClearinghouse rejected 1 claim (Pt 2269, member ID). A billing specialist fixed it; re-sent Monday.
- Fri Sep 25, 8:05 amSoftwarePosted $2,232.88 from insurers: Commercial HMO C $1,116.07 (13 claims, 1 paid after appeal: Pt 2120, $104.11), Medicare Part B $982.00 (14 claims), paper check from Payer E $134.81 (1 claim).
Claims
Your practice
Where every visit stands on its way to being paid, with the owner and next step on every card. Select a card to open the claim.
Total open: 619 claims, $43,003.11. Equals Open A/R.
Spaces: workstreams
As of Sep 28- Commercial PPO B: 97530 paid less than it allowed beforePayer reprocessingBilling specialist
Since the Aug 25 payment, PPO B paid 97530 about 15% less than it allowed on earlier claims (about $29.39 a unit instead of $34.58) on 43 claims (78 units), $404.59 short in total. Dispute sent Sep 2 for the first 16 claims, then as each new one arrived. 13 claims corrected on Sep 22 ($150.41 recovered). 30 still short ($254.18). Patient statements on these visits wait until the payment is corrected.
- Plans of care: recerts dueNeeds youYou (therapists); software tracks the dates
Pt 2150: certified through Sep 24, visit Sep 28 held, next visit Sep 30. Pt 2153: certified through Sep 18, next visit Oct 1. Pt 2180: certified through Oct 2, next visit Oct 6.
- Payer E: over 30 daysWaiting on payerBilling specialist
15 claims over 30 days ($2,207.01, 6 patients), out of 50 open Payer E claims ($7,240.74).
- Medicare therapy threshold (KX)WatchingSoftware, checked by a billing specialist
Pt 2166: $3,329.84 this year on the claims we bill. KX on every line since Aug 26. Above $3,000, Medicare can select claims for targeted review; notes must show why skilled therapy is still needed.
- September patient statementsSentSoftware; calls by a billing specialist
4 runs (Sep 1: 16, Sep 8: 11, Sep 15: 17, Sep 22: 19) = 63 statements covering 105 balances, $3,430.73. 25 of those balances paid so far ($756.93).
- Denials being workedIn progressBilling specialist
38 claims, $3,371.65: missing information (CARC 16) 14, $1,318.74; coordination of benefits (22) 10, $859.02; authorization absent (197) 9, $801.58; visit limit reached (119) 4, $216.29; medical necessity (50) 1, $176.02.
Patients
Your practice
Showing 12 of 56 active patients (seen in the last 10 days or with a visit scheduled). 26 new evaluations Sep 1 to 28.
| Patient | Payer | Therapist | Visits billed | Next visit | Plan of care / authorization / threshold | With payers | Patient owes | Where it stands |
|---|---|---|---|---|---|---|---|---|
| Pt 2289 | Medicare Part B | PT 2 (North) | 2 (since Sep 24) | Oct 5 | Certified through Dec 23; $259.80 of $2,480 this year | $255.64 | $0.00 | New patient. Evaluation and second visit sent to Medicare. |
| Pt 2255 | Medicare Part B + supplement | PT 2 (North) | 8 (since Sep 3) | Sep 30 | Certified through Nov 11; $816.91 of $2,480 | $688.74 | $0.00 | On track: 7 claims with Medicare, 1 with the supplement plan. |
| Pt 2137 | Medicare Part B + supplement | PT 2 with PTA 1 (North) | 16 (since Jul 15) | None (discharged) | Certified through Sep 23; $1,479.14 of $2,480 | $118.32 | $0.00 | 2 claims waiting on the supplement plan, 1 with Medicare. |
| Pt 2150 | Medicare Part B + supplement | PT 1 (North) | 14 (since Jul 21) | Sep 30 | Certified through Sep 24 (expired); $1,425.44 of $2,480 | $527.01 | $0.00 | Recert not signed: Sep 28 visit held. 2 older claims denied, being corrected. |
| Pt 2166 | Medicare Part B + supplement | PT 3 (South) | 19 (since Jul 30) | Oct 1 | Certified through Oct 28; $3,329.84 this year: KX since Aug 26, above $3,000 | $529.38 | $0.00 | Paid normally with KX. Therapist reminded to document skilled need. |
| Pt 2220 | Medicare Part B + supplement | PT 1 (North) | 11 (since Aug 20) | Oct 5 | Certified through Oct 18; $1,073.80 of $2,480 | $486.07 | $283.00 | Sep 23 note: minutes do not match units (held). Owes the $283 Part B deductible. |
| Pt 2180 | Medicare Part B + supplement | PT 4 (South) | 13 (since Aug 7) | Oct 6 | Certified through Oct 2; $1,131.96 of $2,480 | $219.36 | $0.00 | Recert needed before the Oct 6 visit. |
| Pt 2186 | Payer E (paper checks) | PT 1 (North) | 12 (since Aug 11) | Sep 30 | Re-evaluation Sep 21; payer approval pending | $1,337.18 | $0.00 | 2 visits held for approval. Evaluation denied for medical necessity (CARC 50); appeal sent Sep 28. |
| Pt 2294 | Commercial HMO C | PT 4 (South) | 2 (since Sep 25) | Oct 2 | 2 of 8 visits authorized; 9 scheduled | $190.92 | $0.00 | $20 copays collected at visits. Request more visits before Oct 19. |
| Pt 2259 | Commercial PPO A | PT 2 (North) | 7 (since Sep 10) | None scheduled | No visit limit on file | $757.54 | $0.00 | Coverage ended Sep 22; 3 visits held for the new card. 4 earlier claims with the payer. |
| Pt 2213 | Commercial PPO A (deductible plan) | PT 4 (South) | 11 (since Aug 14) | Sep 30 | No visit limit on file | $634.48 | $342.12 | Sep 23 note not signed. Patient owes deductible and coinsurance on 4 visits. |
| Pt 2208 | Commercial PPO B | PT 1 (North) | 13 (since Aug 17) | Sep 30 | No visit limit on file | $552.55 | $45.00 | 2 claims in the PPO B 97530 dispute. |
"Visits billed" counts this episode's claims to date. "With payers" is open on this patient's claims that insurers or the supplement plan still owe, including held visits, net of Medicare sequestration. "Patient owes" is open after the payer decided. "This year" is Medicare-allowed therapy dollars from Jan 1 on the claims we bill.
A/R aging
Your practice
Aging is days since the date of service. Until a payer decides a claim, its whole open balance sits with that payer; after the decision, the supplement and patient shares move to them.
| Owed by | 0 to 30 days | 31 to 60 | 61 to 90 | 91 to 120 | Over 120 | Total | Share of A/R |
|---|---|---|---|---|---|---|---|
| Medicare Part B | $9,506.78 | $271.70 | $65.72 | $0.00 | $0.00 | $9,844.20 | 22.9% |
| Medicare Advantage A | $706.35 | $247.61 | $0.00 | $0.00 | $0.00 | $953.96 | 2.2% |
| Medicare Advantage B | $913.44 | $67.88 | $56.42 | $0.00 | $0.00 | $1,037.74 | 2.4% |
| Commercial PPO A | $7,619.71 | $428.06 | $199.48 | $0.00 | $0.00 | $8,247.25 | 19.2% |
| Commercial PPO B | $4,706.75 | $773.92 | $199.40 | $0.00 | $0.00 | $5,680.07 | 13.2% |
| Commercial HMO C | $1,756.47 | $410.83 | $234.69 | $0.00 | $0.00 | $2,401.99 | 5.6% |
| Payer E (paper checks) | $4,300.66 | $2,812.16 | $127.92 | $0.00 | $0.00 | $7,240.74 | 16.8% |
| Medicare supplement plans | $423.98 | $163.13 | $16.70 | $0.00 | $0.00 | $603.81 | 1.4% |
| Patients | $634.60 | $2,649.24 | $1,343.89 | $857.46 | $1,543.16 | $7,028.35 | 16.3% |
| Open balances | $30,568.74 | $7,824.53 | $2,244.22 | $857.46 | $1,543.16 | $43,038.11 | |
| Credit balance (refund waiting for your approval) | -$35.00 | ||||||
| Net A/R | 71.1% | 18.2% | 5.2% | 2.0% | 3.6% | $43,003.11 | 100.0% |
Over 90 days: $2,400.62 (5.6% of A/R). All of it is patient balances: 57 balances from 37 patients.
10 balances ($260.72, 8 patients) have had statements and calls without payment. They go to you for a decision with the monthly summary (see Needs you).
| Stage | Claims | Open | Owner |
|---|---|---|---|
| Checking | 22 | $2,439.88 | Software, checked by a billing specialist |
| Needs you | 10 | $849.03 | You |
| With payer | 295 | $28,719.34 | Software; a billing specialist follows up if the payer is late |
| Being recovered | 68 | $3,932.09 | Billing specialist |
| Secondary plan | 29 | $539.73 | Software |
| Patient balance | 195 | $6,523.04 | Software statements, calls by a billing specialist |
| Total open | 619 | $43,003.11 |
Paid in full in the last 7 days: 103 claims.
Payments
Your practice
Every dollar that came in, from whom, and what was adjusted.
| Paid by | Payments received | Claims paid | Amount |
|---|---|---|---|
| Medicare Part B | 8 | 132 | $9,459.89 |
| Medicare Advantage A | 4 | 26 | $1,912.70 |
| Medicare Advantage B | 4 | 25 | $1,398.00 |
| Commercial PPO A | 4 | 95 | $8,267.37 |
| Commercial PPO B | 4 | 77 | $4,604.14 |
| Commercial HMO C | 4 | 45 | $3,516.48 |
| Payer E (paper checks) | 11 | 22 | $3,144.18 |
| Medicare supplement plans | 7 | 92 | $1,715.92 |
| Insurance total | 46 | 514 | $34,018.68 |
Medicare sequestration (CARC 253): $193.06 on the 132 Medicare Part B claims paid Sep 1 to 28, 2% of Medicare's payment. It is a payer adjustment, not a write-off.
| Patient payments | Count | Amount |
|---|---|---|
| Copays at the visit | 131 | $4,555.00 |
| Statement balances | 94 | $3,498.49 |
| Patient total | 225 | $8,053.49 |
Total collected Sep 1 to 28: $42,072.17 ($34,018.68 + $8,053.49; equals the Overview tile).
| Date | Paid by | Method | Reference | Claims | Amount | Posted |
|---|---|---|---|---|---|---|
| Wed Sep 23 | Medicare Advantage B | EFT | ending 3360 | 5 | $308.22 | Wed Sep 23 |
| Wed Sep 23 | Payer E (paper checks) | Check | ending 6388 | 2 | $324.22 | Wed Sep 23 |
| Thu Sep 24 | Medicare Advantage A | EFT | ending 9350 | 5 | $307.13 | Thu Sep 24 |
| Thu Sep 24 | Medicare supplement plans | EFT (crossover) | ending 4749 | 7 | $125.51 | Thu Sep 24 |
| Thu Sep 24 | Payer E (paper checks) | Check | ending 9588 | 2 | $225.94 | Thu Sep 24 |
| Fri Sep 25 | Commercial HMO C | EFT | ending 3501 | 13 | $1,116.07 | Fri Sep 25 |
| Fri Sep 25 | Medicare Part B | EFT | ending 3876 | 14 | $982.00 | Fri Sep 25 |
| Fri Sep 25 | Payer E (paper checks) | Check | ending 3824 | 1 | $134.81 | Fri Sep 25 |
| Mon Sep 28 | Medicare supplement plans | EFT (crossover) | ending 1479 | 18 | $291.96 | Mon Sep 28 |
| Mon Sep 28 | Payer E (paper checks) | Check | ending 8460 | 2 | $290.68 | Mon Sep 28 |
References show the last 4 digits only.
| Adjustment | Amount | Detail |
|---|---|---|
| Patient balances written off | $887.28 | 19 balances, 15 patients; approved by you at the August review, posted Tue Sep 1 |
| Denials written off after appeal | $547.41 | 7 claims (visit limit 2, authorization 2, missing information 1, medical necessity 1, coordination of benefits 1): insurer share $512.07, supplement $15.34, patient $20.00 |
| Total written off | $1,434.69 | Equals the September row of the trend table |
Recovered this month: 18 claims paid after appeal ($1,497.79); 13 underpaid claims corrected by Commercial PPO B on Sep 22 ($150.41).
Needs you
Your practice
Now: 8 items; 9 visits held, $884.03
| Item | Who | Patient | What is needed | Why | Held | Due | Status |
|---|---|---|---|---|---|---|---|
| 1 | You: Front desk | Pt 2259, Commercial PPO A, PT 2 | A copy of the new insurance card | Eligibility check before the Sep 23 visit: coverage ended Sep 22. No visit scheduled; please call the patient. | 3 visits (Sep 23, 25, 28), $282.64 | As soon as possible | Needs you |
| 2 | You: Front desk | Pt 2186, Payer E, PT 1 | Payer approval for visits after the Sep 21 re-evaluation | The payer approves visits in blocks; visits 11 and 12 are held until it does. | 2 visits (Sep 23, 28), $238.42 | Before the Sep 30 visit | Needs you |
| 3 | You: Front desk | Pt 2173, Commercial HMO C, PT 1 | Ask the plan for a retro authorization for 1 visit | Visit 15 on Sep 24 is past the 14 authorized. | 1 visit, $63.08 | This week | Needs you |
| 4 | You: PT 1 | Pt 2150, Medicare Part B | Get the recertification signed by the referring physician | Plan of care certified through Sep 24. Medicare requires a certified plan of care for payment; a late signature is accepted with a reason for the delay. | 1 visit (Sep 28), $109.56 | Before the Sep 30 visit | Needs you |
| 5 | You: PT 1 | Pt 2220, Medicare Part B | Correct the Sep 23 note | Total timed minutes (59) do not match the minutes listed for 97110 (45). 4 units need at least 53 minutes. | 1 visit, $98.70 | This week | Needs you |
| 6 | You: PT 4 | Pt 2213, Commercial PPO A | Sign the Sep 23 note | Claims go out only after the note is signed; this one is 5 days old. | 1 visit, $91.63 | Today | Needs you |
| 7 | You: Owner | Pt 1930 | Approve a $35.00 refund | The patient paid the same balance twice: on Sep 21 and again on Sep 23. | Credit -$35.00 | This week | Needs you |
| 8 | You: Owner | 8 patients | Decide on 10 patient balances ($260.72): write off or send to collections | Each has had statements and calls without payment. | None (in A/R, over 90 days) | With the monthly summary, Sep 30 | Needs you |
Held visits $282.64 + $238.42 + $63.08 + $109.56 + $98.70 + $91.63 = $884.03; with the -$35.00 credit this is the $849.03 Needs you column on the board.
| Item | Who | Patient | What | By |
|---|---|---|---|---|
| 9 | You: PT 1 | Pt 2153, Medicare Part B | Recertification: plan certified through Sep 18; visits resume Oct 1 | Oct 1 |
| 10 | You: PT 4 | Pt 2180, Medicare Part B | Recertification: plan certified through Oct 2; visits Oct 6 and Oct 9 | Oct 5 |
| 11 | You: PT 3 | Pt 2166, Medicare Part B | Above $3,000 this year with KX on every line: make sure each note shows why skilled therapy is still needed | Next visit, Oct 1 |
| 12 | You: Front desk | Pt 2294, Commercial HMO C | Request more visits: 2 of 8 used, 9 scheduled; runs out at visit 8 | Oct 16 |
Monthly summary, August 2026
Your practice: August billing
Summary
We billed 439 visits in August (3.53 units per visit), worth $47,282.26 in expected payments, and posted $44,958.63. Open A/R ended the month at $48,491.62, or 32.7 days of expected revenue, against $47,773.91 and 31.9 days at the end of July. Payers denied 31 claims (7.8% of the 396 they decided). The top reasons were coordination of benefits (10), missing authorization (9) and missing information (8). By Aug 31 we had sent corrections or appeals on 27 of them. One new pattern: Commercial PPO B paid 97530 less than it allowed on earlier claims in its Aug 25 payment (9 claims, $72.62 short). We will dispute it this week and check every PPO B payment until it is fixed. You approved write-offs of 19 patient balances ($887.28), posted Sep 1.
| Measure | August | July |
|---|---|---|
| Visits billed | 439 | 437 |
| Units per visit | 3.53 | 3.49 |
| Charges (your fee schedule) | $129,979.00 | $128,030.00 |
| Expected | $47,282.26 | $46,364.90 |
| Expected per visit | $107.70 | $106.10 |
| Collected | $44,958.63 | $46,688.61 |
| Written off | $1,605.92 | $1,608.61 |
| Open A/R at month end | $48,491.62 | $47,773.91 |
| Days in A/R | 32.7 | 31.9 |
| A/R over 90 days | 5.8% ($2,827.33) | 5.6% ($2,682.15) |
| Clean claim rate | 96.7% (414 of 428) | 97.0% (420 of 433) |
| Denial rate | 7.8% (31 of 396) | 5.2% (20 of 386) |
| Paid in full on first decision | 89.9% (356 of 396) | 94.8% (366 of 386) |
| Median days, visit to claim sent | 1 | 1 |
| Median days, visit to insurance payment | 22 | 23 |
| Visits 3 months back: collected / open / written off | May: 96.0% / 3.3% / 0.7% | Apr: 97.3% / 1.6% / 1.2% |
Cohort detail: May, 428 visits, $46,361.70 expected: $44,491.43 collected, $1,551.06 open (all patient balances), $319.21 written off. April, 423 visits, $45,351.80 expected: $44,119.23 collected, $706.49 open, $526.08 written off.
| Paid by | Collected in August | Share |
|---|---|---|
| Medicare Part B | $9,091.54 | 20.2% |
| Medicare Advantage A | $1,994.52 | 4.4% |
| Medicare Advantage B | $1,281.32 | 2.8% |
| Commercial PPO A | $6,735.23 | 15.0% |
| Commercial PPO B | $4,244.28 | 9.4% |
| Commercial HMO C | $2,598.78 | 5.8% |
| Payer E (paper checks) | $4,829.37 | 10.7% |
| Medicare supplement plans | $1,589.68 | 3.5% |
| Patients: copays at the visit | $7,040.00 | 15.7% |
| Patients: after a statement | $5,553.91 | 12.4% |
| Total | $44,958.63 | 100.0% |
| Line | Amount |
|---|---|
| Open A/R, Jul 31 | $47,773.91 |
| + Expected from August visits | $47,282.26 |
| (Charges $129,979.00 minus payer adjustments $82,696.74, which include Medicare sequestration of $205.27) | |
| - Collected in August | $44,958.63 |
| - Written off in August | $1,605.92 |
| (Patient balances approved at the July review, posted Aug 3: 29 balances, 21 patients, $877.10. Denials lost after appeal: 6 claims, $728.82) | |
| = Open A/R, Aug 31 | $48,491.62 |
| Owed by | 0 to 30 days | 31 to 60 | 61 to 90 | 91 to 120 | Over 120 | Total |
|---|---|---|---|---|---|---|
| Medicare Part B | $8,870.45 | $401.57 | $63.45 | $0.00 | $0.00 | $9,335.47 |
| Medicare Advantage | $3,316.56 | $410.34 | $80.98 | $0.00 | $0.00 | $3,807.88 |
| Commercial | $17,489.97 | $2,252.61 | $430.78 | $0.00 | $0.00 | $20,173.36 |
| Payer E | $4,604.86 | $1,693.64 | $164.06 | $0.00 | $0.00 | $6,462.56 |
| Medicare supplement plans | $533.16 | $130.89 | $29.47 | $0.00 | $0.00 | $693.52 |
| Patients | $456.70 | $2,447.56 | $2,287.24 | $1,526.73 | $1,300.60 | $8,018.83 |
| Net A/R, Aug 31 | $35,271.70 | $7,336.61 | $3,055.98 | $1,526.73 | $1,300.60 | $48,491.62 |
| Reason (CARC) | Claims | Amount at stake | Status at Aug 31 |
|---|---|---|---|
| Coordination of benefits (22) | 10 | $800.38 | 9 sent, waiting on payer; 1 being prepared |
| Authorization absent (197) | 9 | $601.88 | 8 sent, waiting on payer; 1 being prepared |
| Missing information (16) | 8 | $727.24 | 6 sent, waiting on payer; 2 being prepared |
| Medical necessity (50) | 3 | $214.30 | 3 sent, waiting on payer |
| Visit limit reached (119) | 1 | $104.11 | 1 sent, waiting on payer |
| Total | 31 | $2,447.91 | 27 sent, 4 being prepared |
Also resolved in August (denials from any month): 18 claims, 12 paid after appeal ($882.13), 6 written off (insurer share $666.03).
| Location | Therapist | Visits | Units per visit | Expected | Expected per visit |
|---|---|---|---|---|---|
| North | PT 1 | 95 | 3.39 | $9,457.73 | $99.56 |
| North | PT 2 | 135 | 3.59 | $14,897.54 | $110.35 |
| North | PTA 1 | 33 | 3.48 | $3,006.30 | $91.10 |
| North | Total | 263 | 3.50 | $27,361.57 | $104.04 |
| South | PT 3 | 118 | 3.58 | $13,640.93 | $115.60 |
| South | PT 4 | 41 | 3.54 | $4,647.08 | $113.34 |
| South | PTA 2 | 17 | 3.47 | $1,632.68 | $96.04 |
| South | Total | 176 | 3.56 | $19,920.69 | $113.19 |
| Clinic | All | 439 | 3.53 | $47,282.26 | $107.70 |
PTA rows show lower expected per visit because Medicare pays PTA-furnished services at 85% (CQ).
| Work | Count | Done by |
|---|---|---|
| Eligibility checks before visits | 457 scheduled visits | Software |
| Claims checked and sent | 428 (3 with KX, 23 with CQ) | Software, checked by a billing specialist |
| Visits held for your input | 20 (12 authorization, 5 coverage, 2 plan-of-care signature, 1 claim number) | You |
| Rejections fixed and re-sent | 16 | Billing specialist |
| Insurance payments posted | 52 payments covering 465 claim payments | Software |
| Appeals and corrected claims sent | 33 | Billing specialist |
| Payer follow-ups on claims past 30 days | 38 | Billing specialist |
| Patient statements | 70 statements covering 105 balances, $2,913.60 | Software |
| Patient balance calls | 30 patients | Billing specialist |
What we needed from you at Aug 31 (all cleared by Sep 3): 3 authorizations (Commercial HMO C: Pt 2123, Pt 2147, Pt 2173) and 1 coverage question (Pt 2178).
Focus for September
- Commercial PPO B and 97530: dispute the Aug 25 underpayment and check each PPO B payment until it pays what it allowed before.
- Payer E: 9 claims over 30 days ($1,341.73, 6 patients) out of 45 open ($6,462.56). A billing specialist is calling the payer on each.
- Plans of care: 4 Medicare recertifications come due in September. We will remind the treating therapist before each date.
Questions: reply to this summary. Definitions of every number are on the last page.
Last page
Definitions of every number
- Visits billedVisits that produced a claim.
Count of claims by date of service (1 visit = 1 claim)
Where: Overview, report - Units, units per visitBilled units, timed and untimed.
Sum of units; divided by visits
Where: Overview, report - ChargesYour fee schedule times units.
Sum of line charges
Where: Trend, report - ExpectedWhat payers and patients should pay, based on what each payer allowed.
Allowed amount from the remittance, less Medicare sequestration; until the payer pays, estimated from what that payer allowed before for the same code
Where: Everywhere - Payer adjustmentThe part of charges the payer does not allow (CARC 45), plus Medicare sequestration (CARC 253).
Charges - expected
Where: Report - SequestrationMedicare's 2% payment reduction, taken after the deductible and coinsurance (CARC 253).
Allowed x 80% - Medicare paid
Where: Payments, claim record - CollectedMoney posted in the period.
Insurance + supplement + patient payments posted
Where: Overview, Payments - Written offMoney we stop pursuing, each with its reason.
Denials lost after appeal + patient balances you approved
Where: Payments, report
Write-offs above your limit need your approval. - Open A/RMoney still owed on your claims, net of credits.
Previous A/R + expected - collected - written off
Where: Overview, A/R - Owed byWho owes the open balance now.
Payer until it decides; then supplement and patient shares move to them
Where: A/R - Aging bucketHow old the open balance is.
Days from date of service to today
Where: A/R - A/R over 90 daysShare of open balances on visits more than 90 days old.
Open on visits over 90 days ÷ net A/R
Where: Overview, A/R - Days in A/RHow many days of work are waiting to be paid.
Open A/R ÷ (expected value of visits in the last 90 days ÷ 90)
Where: Overview, report
We use expected amounts (what payers allowed) for both open A/R and daily revenue. - Clean claim rateClaims accepted on first submission, with no clearinghouse or payer front-end rejection.
Accepted on first submission ÷ claims first submitted in the period
Where: Overview, report - Denial rateClaims denied on the payer's first decision.
Denied on first decision ÷ claims decided in the period
Where: Overview, report - Paid in full on first decisionClaims paid at the expected amount the first time.
Paid in full on first decision ÷ claims decided in the period
Where: Overview, report - UnderpaidPaid less than the payer allowed on earlier claims for the same code.
Amount the payer allowed before for the same code - amount paid, per line
Where: Board, Payments - Median days, visit to claim sentHow fast visits become claims.
Median of (first submission date - date of service)
Where: Overview, report - Median days, visit to insurance paymentHow fast payers pay clean claims.
Median of (payment date - date of service), claims paid in full on first decision
Where: Overview, report - Collected / open / written off on visits 3 months backWhat happened to one month's visits.
Each ÷ expected on that month's visits; the three add to 100%
Where: Overview, report - Needs youItems only your practice can clear.
Count of open asks
Where: Overview, Needs you - Held visitA visit that cannot be billed yet.
Claim waiting on your input
Where: Board, Needs you - Payment receivedOne electronic payment or check from one payer on one day.
Count
Where: Payments - Claim paymentOne claim paid inside a payment.
Count
Where: Payments - Credit balanceMoney a patient or payer paid beyond what is owed.
Negative balance
Where: A/R, Needs you - Plan of care certified throughLast day the physician-certified plan covers.
From the signed plan or recertification
Where: Patients - Visits authorizedVisits the plan approved.
From the authorization on file
Where: Patients - Therapy dollars this yearMedicare-allowed PT and speech dollars since Jan 1.
Running total from the claims we bill
Where: Patients
KX at $2,480 (2026); targeted review can apply above $3,000. Source: CMS, Therapy Services.
Spaces
Questions
Message us about any claim. Our billing specialists answer.
Who does what
- Software
- Software, checked by a billing specialist
- Billing specialist
- You
Every number, defined
Each number in your dashboard, what it means and how it is calculated. The same definitions close every monthly summary.
| Metric | What it means | How it is calculated | Where it shows | Note |
|---|---|---|---|---|
| Visits billed | Visits that produced a claim | Count of claims by date of service. One visit is one claim. | Overview, report | |
| Units, and units per visit | Billed units, timed and untimed | Sum of units; then divided by visits | Overview, report | |
| Charges | Your fee schedule times units | Sum of line charges | Trend, report | |
| Expected | What payers and patients should pay, based on what each payer allowed | The allowed amount from the remittance, less Medicare sequestration. For a claim still unpaid, estimated from what that payer allowed before for the same code. | Every view | |
| Payer adjustment | The part of charges the payer does not allow, plus Medicare sequestration | Charges minus expected. Remittances show these as claim adjustment reason codes (CARC) 45 and 253. | Report | |
| Sequestration | Medicare's payment reduction, taken after the deductible and coinsurance | What Medicare would pay before the reduction, minus what it paid (CARC 253) | Payments, claim record | |
| Collected | Money posted in the period | Insurance, supplement and patient payments posted | Overview, payments | |
| Written off | Expected money no longer pursued, with the reason | Denials lost after appeal, plus patient balances you approved | Payments, report | Write-offs above a limit you set need your approval. |
| Open accounts receivable (A/R) | Expected money still to be collected, net of credits | Last month's open A/R, plus expected, minus collected, minus written off | Overview, A/R aging | |
| Owed by | Who owes the open balance now | The payer until it decides; then the supplement and patient shares move to them | A/R aging | |
| Aging bucket | How old the open balance is | Days from the date of service to today | A/R aging | |
| A/R over 90 days | Share of open balances on visits more than 90 days old | Open balances on visits over 90 days, divided by net A/R | Overview, A/R aging | |
| Days in A/R | How many days of work are waiting to be paid | Open A/R divided by the average daily expected value of visits in the last 90 days | Overview, report | We use expected amounts (what payers allowed) for both open A/R and daily revenue. |
| Clean claim rate | Claims accepted on first submission, with no clearinghouse or payer rejection | Accepted on first submission, divided by claims first submitted in the period | Overview, report | Corrected claims are not counted as first submissions. |
| Denial rate | Claims denied on the payer's first decision | Denied on first decision, divided by claims decided in the period | Overview, report | Denials that only move the balance to the patient are not counted. |
| Paid in full on first decision | Claims paid the expected amount the first time | Paid in full on first decision, divided by claims decided in the period | Overview, report | |
| Underpaid | Paid less than the payer allowed on earlier claims for the same code | What the payer allowed before for the same code, minus the amount paid, per line | Claims board, payments | |
| Median days, visit to claim sent | How fast visits become claims | Median days from the date of service to the first submission | Overview, report | |
| Median days, visit to insurance payment | How fast payers pay clean claims | Median days from the date of service to payment, for claims paid in full on first decision | Overview, report | |
| Collected, open and written off on visits three months back | What happened to one month's visits | Each divided by expected on that month's visits; the three add up to the whole | Overview, report | |
| Needs you | Items only your practice can clear | Count of open requests | Overview, needs you | |
| Held visit | A visit that cannot be billed yet | A claim waiting on your input | Claims board, needs you | |
| Payment received | One electronic payment or check from one payer on one day | Count | Payments | |
| Claim payment | One claim paid inside a payment | Count | Payments | |
| Credit balance | Money a patient or payer paid beyond what is owed | A negative balance | A/R aging, needs you | |
| Plan of care certified through | The last day the certified plan of care covers | From the signed plan or recertification | Patients | |
| Visits authorized | Visits the insurance plan approved | From the authorization on file | Patients | |
| Therapy dollars this year | Medicare-allowed physical and speech therapy dollars since January 1 | Running total from the claims we bill. Medicare's eligibility response also reports dollars used at other clinics.1 | Patients | Medicare asks for the KX modifier above $2,480 of physical and speech therapy in a year (2026); targeted review can apply above $3,000.2 |
Every number adds up
Every total equals its rows, and every row traces back to the claims behind it. Each month your open accounts receivable (A/R) rolls forward: last month's balance, plus what was expected, minus what was collected and written off. The claims board, the aging and the payments view always agree.
What your dashboard never does
Never
- Move money.
- Hide a write-off.
- Show a number without its definition.
- Show a total that does not trace back to its claims.
Questions about your dashboard
Yes. Your dashboard shows every claim in real time, for the whole practice and for each patient: what was billed and what was paid, what is still owed and how old it is, the details of every claim, every write-off and why, how much we recovered, and what we need from you.
You also get a monthly summary.
What was billed, what was paid and adjusted, what is still owed by insurance company and by age, denials by reason, every write-off with its reason and who approved it, and what we need from you. The same numbers are live in your dashboard all month.
Every open item has an owner and a date.
Yes. Nothing is written off without a reason. Every write-off shows in your dashboard with its reason and who approved it.
Next question: who does the work?
Most of it is automated. Our billing specialists handle appeals, unusual claims and anything that needs judgment.