Patient Ledger Report

The Patient Ledger Report lists all charges, payments, and adjustments posted for patients, allowing facilities to review outstanding balances from specific timeframes and export them as needed.  By default, the Ledger displays all transactions from newest to oldest.

Report Filters

Let's review the available patient ledger filters. 

Required Permissions: Super Admin, Records Admin, and users with the Manage Reports feature can create this report. 

1. To run the report, click on the Reports tab then select the Billing Audit Tool tab.
2. Filter the Patient Ledger results by Census or key date ranges.
   • Current Census: The report will return results based on your active patient list.   
   • Census: The report will return results based on the specified time range and provide a list of transactions within the time frame. 
   • Admission Date: The report will return transactions from patients admitted within the specified time frame. 
   • Discharge Date: The report will return transactions from patients discharged within the specified time frame. 
   • Transaction Date/Time: The report will return results for transactions submitted within the specified time frame.   
   • Posted Date/Time: The report will return results for transactions posted within the specified time frame.  
3. Select a specific Aging bucket. This filter allows you to retrieve entries based on the number of days since the charge or payment was originally posted, including: 
   • Current (less than 30 days)
   • 31-60 days 
   • 61-90 days 
   • 91-120 days 
   • 121-150 days 
   • 151-180 days 
   • Other: When you select Other, the system will allow you to enter the number of days the account has had an outstanding balance (for example, >181 days). 
4. You can also run an Advanced Search using the following filters: 
   1. Patient: Enter 3 or more characters of the patient’s name, then select them from the drop-down.
   2. Type: Select one of the following payment types from the drop-down.
      • Payment: Filter results to only show payments collected. 
      • Charge: Filter results to show only charges added to patient accounts. 
      • Payment - Adj: Filters results to only payments that have been adjusted/reversed. 
      • Charge - Adj: Filters results to only charges that have been adjusted. 
      • Void: View only voided charges. 
   3. Account: View payments only for the chosen account type. Accounts are configured under Settings > Billing Audit Tool> Ledger > Charge Accounts. 
   4. Payment Type: If you choose a payment type, you will only see entries that match the selected payment type. Payment types are configured under Settings > Billing Audit Tool > Ledger > Payment Types. 
   5. Posted By: Allows you to only see entries created by the selected staff member. 
   6. Amount Due: Search for entries with specific outstanding balances. Select the appropriate operation symbol.
      
      • >: Greater than the outstanding balance 
      • ≥: Greater than or equal to the outstanding balance 
      • <: Less than the outstanding balance 
      • ≤: Less than or equal to the outstanding balance 
      • =: Equal to the outstanding balance 
   7. Outstanding Balance: Enter the outstanding balance amount you would like to apply the amount due formula to. 
   8. Once you have selected the desired option(s), click on the Search button. 

Working with the Patient Ledger Report

Let's review a few tips and tricks for working with the Patient Ledger Report. The search results will appear at the bottom of the page.  

• Click on the Sort icon in the report column titles to organize the data. You can click on any column title to sort (ascending or descending) by that field.  
• Click on the + icon to view a detailed summary of the Charges by Account Type and Payments by Payment Type.
  • The list of charges and payments will appear.
• Click on Clear All Filters to remove any previous search criteria.
• Export the filtered report data using the Export to XLSX or CSV buttons.