Fees, Item & Expense Reports in D4W

Fees, Item & Expense Reports in D4W

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A range of reports covering fees, items and expenses.
Exporting, emailing and printing options available for all reports
Links to 50+ other reports can be found at the bottom of this article thread.

​Where to find the Reports page

Go to Location Management > Reports Tab

Fee Level Comparison Report

The Fee Level Comparison Report allows for a comparison of fees entered against multiple fee levels from the 1 location.

For practices who are running a multilocation system, compare the fees for all items from each level selected from the locations selected. See Location Fee Level Comparison Report section below.

Run the Report
  1. Go to Location Management > Reports tab
  2. Open Fee Levels Comparison report
    1. Location: Select the Location(s) to include in the report (if applicable)
    2. Tick Show inactive Fee Levels if fee levels marked as inactive are to be included
    3. Click OK 

Report Details

Each item number will be listed and the fee against each Fee Level included in the report. If there are more than 6 Fee Levels to view this report properly the setup should be changed to Landscape before printing.

 

Fee Levels and Patients List

This report generates a list of all patients allocated to a specific Fee Level. 

The percentage of patients allocated to each of the Fee Levels for a selected period of time or all dates is calculated.

Patient details can be viewed on the report so the patients allocated to each Fee Level.

Run the Report 
  1. Go to Location Management > Reports tab
  2. Double click Fee Levels and Patients List report
  3. Select the report parameters
  4. Fee Level: Select from the drop list the individual or all fee levels to base this report on
  5. Location: Select if applicable
  6. Provider: This is the main provider that is set in the patient details. You can select an individual provider or all
  7. First Seen Date: This refers to the patients first time at the surgery; the first day treatment was entered. The field for first seen date is found in the patient details tab. You can select a date range or select all dates
  8. Show Inactive Providers as well: Tick to include providers no longer working at the practice
  9. Show Totals Only: The report defaults to view the patient details unless you put a tick in the show totals only box

Report - Full Details Showing

If the report is left as the default of viewing the patient’s details, the below details will be shown.

  1. Patient No.
  2. First Seen Date
  3. Patient Surname
  4. Patient First Name
  5. Provider Code

At the end of each fee level there will be a sub-total showing a count and percentage of patients allocated to the fee level.

Report - Totals Only Showing

If Show Totals Only is selected, a listing of all the sub-totals for each Fee Level with the total count and percentage allocated is displayed.

Fees Per Postcode

This report allows you to view the total payments received for a selected period in an area. The report can be based on just one suburb, or you can have multiple suburbs selected with sub-totals for each.

Run the Report
  1. Go to Location Management > Reports tab
  2. Double click Fees Per Postcode report
    1. Select your parameters
    2. Date Range: Select the payment received date range to base report on
    3. Click Suburbs
    4. Location: select if applicable
    5. Enter either the Suburb, Post Code, or State > Click Find
    6. Click the suburb found to add it to the List of suburbs included... section
    7. To add more, click Reselect and enter the next areas details
    8. Click OK

Report Details

The report will generate a list of all patients that have made a payment in the selected period and have a first address postcode that meets your search criteria.

Shown on the report are the Suburb, Code, Patient, Date Paid and Amount.

Each suburb is separated with sub-totals; you will find the overall results at the end of the report.

A percentage of patients for the practice per postcode is shown with a percentage of payments for the period also.

Location Fee Level Comparison Report

The purpose of the Location Fee Level Comparison Report is to compare the fees for all items from each level selected from the locations selected, therefore is only valuable to those practices who are running a multilocation system.

IdeaFor single location practices, see Fee Level Comparison Report above to compare fee levels within the same location.

  1. Go to Location Management > Reports tab
  2. Open Location Fee Level Comparison Report
    1. Location - select location/s
    2. Fee level - select fee level/s
    3. Select Ok
                                                                                                   
Report Details

Included in the report will be all item numbers / descriptions with the fee against each Location.

If there are more than 3 locations the print setup should be changed to Landscape before printing.

Items Performance Report

The Items Performance report shows performance of items in a selected period, by generating various averages and % of gross income.

Run the Report
  1. Go to Location Management > Reports tab
  2. Open Items Performance report
    1. Date: Select the period to base this report on
    2. Location: Select the location or <All> to base this report on, if applicable
    3. Provider: Select the Provider or <All> to include in the report
    4. Procedures: Select the item number(s) or Select All to include in the report
    5. Show obsolete items as well: Tick to include obsolete items
    6. Show inactive providers as well: Tick to include inactive providers
    7. Divide by Providers: Tick to break down the report by provider
    8.  Click OK 
Report Details

Report for Single Provider

Report for All Providers


Item: The items that are used in selected period
Description: Description of the item
Average Times: Number to times this item was performed
Average Fee: Average fee charged for the item
Total: Total fee amount for the item (times x average fee)
% of Prov. Gross: Percentage of the Provider's total gross income 
% of Locat. Gross: Percentage of the Location's total gross income
Totals for all providers: Total $ gross income and total % value of the items selected (100% means all items are included)

Items Performed on Patients Report

This report shows a list of selected items that have been used on patients during the report period. Each item has its own line showing item details, performance date, fee and account details.

An item will not appear on this report if it has not been used.

Run the Report
  1. Go to Location Management > Reports tab
  2. Open Items performed on patients report
    1. Date: Select the period to base this report on
    2. Location: Select the location or <All> to base this report on, if applicable
    3. Provider: Select the Provider or <All> to include in the report
    4. Procedures: Select item(s) to include in the report
    5. Show obsolete items as well: Tick to include obsolete items
    6. Show inactive providers as well: Tick to include inactive Providers
    7. Click OK

Report Details


Item: The selected item(s)
Description: Description of the item(s)
Tooth: Tooth number associated with the item, if applicable
Qty: Count of times the item was performed
Name: The patient's name the item was performed on
Treated Date: The date the item was entered in the patient's Treatment tab
Total Fee: Fee entered for the item, regardless of invoiced or not
Inv ID: The invoice ID the item was included in. Blank if the item was not invoiced
Paid or Not: If the invoice was paid or not

Items Performed Over a Period Report

This report generates a list of all items entered in patients' Treatment tab within the report period.

Depending on the view selected, the report will show detailed information regarding the patients and items, or total fee amount of all items, separated by provider.

Users can run the report to check if clinical notes were entered in patients' Treatment tab within the report period.

Run the Report
  1. Go to Location Management > Reports tab
  2. Open Items performed over a period report
    1. Date: Select the period to base this report on
    2. Location: Select the location or <All> to base this report on, if applicable
    3. Provider: Select the Provider(s) or <All> to include in the report
    4. Show:
      1. Standard view: Report will show patient's name, card number, item and the treated date, quantity of item performance, total fee of the item, invoice ID (if invoiced), payment status and notes (Yes or No clinical notes attached)
      2. Detailed view: Report will show more details, including patient's card number, name, address, insurance, ethnic group, Child or Adult; as well as the treated item, treated date, quantity of item performance, tooth surface (if available), total fee of the item, invoice ID (if invoiced) and payment status. A 'Handwritten notes' column is available for notes taking when report is printed.
      3. Totals only: Total fee for all items entered in the report period, separated by provider
    5. Show inactive providers as well: Tick to include inactive providers
    6. Show patients without any clinical notes in a day: When Standard view is selected, tick to view patients that have items entered in Treatment tab but no clinical notes attached
    7. Exclude Items marked as Non-Treatment: Tick to exclude patients that have items marked as Non-Treatment
    8. Click OK 

Report Details

Standard View

Detailed View

Totals Only View

Expenses Categories Report

The Expenses Categories Report shows all expenses that have been entered into a patient’s treatment over a period of time.

Run the Report
  1. Go to Location Management > Reports tab
  2. Open Expense Categories Report
    1. Date: Select the date range to base this report on
    2. Location: Select the location to base this report on, if applicable
    3. Providers: Select the Providers to include
    4. Show Inactive Providers: Tick to include inactive Providers
    5. Show Details: Tick to see details in place of totals
    6. Expense Categories: Select the Categories to include
    7. Show Inactive Categories: Tick to include inactive Categories
    8. Expenses Source                            
      1. From Invoices: Tick to base the report on expenses attached to items that have been created into an invoice     
                                              
      2. From not Invoiced Items: Tick to base the report on expenses attached to items that have not been created into an invoice
              
         
                             
Report Details

Total (ex GST): Total of the expense for each category excluding GST  
GST: The amount of GST entered for each expense
Total (inc GST): Total of the expense for each category including GST

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