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The BillingBuilder ReportBuilder is used to generate customized reports of detailed information on posted transactions (including invoices, payments, and adjustments), along with basic consumer demographics. To generate and save a BillingBuilder ReportBuilder report that can be re-run in the future, to generate a single-use report, or to use and/or update an existing report format to generate a report, complete the following steps:
TIP: The following instructions detail accessing the BillingBuilder ReportBuilder from directly within the BillingBuilder feature. This report is also available in the AWARDS Reports module, where it can be bookmarked for easy access. For more information on using the Reports module, click here.
Transaction - When this option is selected each invoice, payment, or adjustment that falls within the date range specified in step 7 is displayed as one row of data in the report results.
Invoice Line - When this option is selected each invoice that falls within the date range specified in step 7 is displayed as one row of data in the report results.
Service - When this option is selected each invoice may have multiple report rows, as invoices can consist of more than one service (progress note and/or group note).
Invoice - When this option is selected each invoice that falls within the date range selected in step 7 is displayed as one row of data in the report results. Additionally, when selected the report can be set to include one or all of the following aging data variables: Aging Group, Aging As of..., and Invoice Balance As of...
IMPORTANT! When Invoice Line or Service is used, only data associated with invoices transactions is included in the report results. Payment and adjustment transactions are omitted.
The default value is "Transaction."
Transaction Date - When selected, report contents are limited to posted transactions for which the transaction date falls in the date range set in step 7.
Posted Date - When selected, report contents are limited to posted transactions for which the AWARDS posting date falls in the date range set in step 7.
Fiscal Period - When selected, report contents are limited to transactions posted for specific fiscal periods as specified using the date range set in step 7.
The default value is "Transaction Date."
NOTE: In the event that you are creating a new report format that will be saved, please be aware that the selection you make here is not saved with the report. It, along with the date range specified in step 7, must be set each time the report is run.
IMPORTANT! If "Fiscal Period" was selected in step 6, please keep in mind that the date range entered here is used to determine the fiscal period(s) on which report contents are based. For example, if 7/4/2015 is entered as the "From" date, and 8/17/2015 is entered as the "To" date, the report contents will include posted transactions in the July 2015 (7/1/2015) and August 2015 (8/1/2015) fiscal periods.
As of Date Type - Click this drop-down and select the type of date to use when aging invoice balances. Available options are "Transaction Date," "Posted Date," and "Fiscal Period." The default value is "Transaction Date."
NOTE: If "Transaction Date" is selected here, the transaction date assigned to the invoice transaction as well as the transaction date assigned to any payments and/or adjustment transactions posted to the invoice transaction, will be used to determine the balance and aging on the invoice transaction. The same logic would apply for Posted Date and Fiscal Period.
As of Date - In this field enter the date to be used when aging invoice balances. The default value is today's date.
NOTE: This option is used to provide access to an ExportBuilder corresponding to the ReportBuilder with which you are working. AWARDS ExportBuilders - which are designed for use by individuals who are familiar with export files and formats, their design, and setup - harness the power of ReportBuilder functionality and take it a step further to meet a variety of outside reporting needs. With ExportBuilders, users can create customized data reports as they would with the ReportBuilder itself, and from those reports generate export files of a number of different types - CSV, TXT, XLS, or XML. Exported files can be saved to your computer, then uploaded into other data collection systems and/or worked with in other applications as needed. Additionally, as can be done with ReportBuilders, ExportBuilder formats can be saved and shared for future use.
The instructions provided in this document detail use of the BillingBuilder ReportBuilder only, not the corresponding ExportBuilder. For more information on using ExportBuilders, click here.
NOTE: When using this option the report will remain in your messages for one month, after which time it will be deleted. (The exact date of deletion will be displayed in red at the top of the report message for your reference.) If you know you will need the report content after that time, be sure to download the Excel file (Excel File.zip) or HTML content (Report Content.html) attached to the report message. If you don't download one of these attachments before the message is deleted, you will need to manually re-generate the report if you need access to it in the future.
Use a previously saved report format - To generate the report using a previously created and saved format, select that format from this drop-down. When using this method, you can immediately generate the report without changing any settings. Alternately, you can first review and modify the settings of the format by checking off the available Provide option to modify settings of saved report format checkbox.
Start from scratch, without using a previously saved report format - To create your own report format for single-time use or for saving and later re-use, leave the saved report format drop-down blank.
NOTE: If you (or another user) have previously saved a default report format for this ReportBuilder and program, that format is pre-selected here. Make changes to the selection as needed, or leave it at its default value.
If you are using an existing report format and have NOT chosen to view/modify the settings of that format, you are now taken directly to the report page. Continue with step 21.
NOTE: If you chose to send the report to yourself via the Messages module (in step 10), a notice is first displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion. You can then navigate away from the page, or wait for the report to complete and then proceed with step 21.
In all other instances, the Options page is displayed. Continue with step 14.
If the Display One Row Per Service option was selected in step 8, several additional data variable sections are also available on this page: "Service Contact Info," "Progress Notes," "Supportive Service Checklist," "Contact Log," "Group Notes," and "Note Writer Information. An "Authorization Information" data variable section is also available in such instances, as well as when Display One Row Per Invoice Line was selected.
NOTE: A section for "Date Parts" - common to all ReportBuilders that have date variables available for selection - is also included on this page. It is intended to allow for greater flexibility of reporting around dates; for example, giving you the option to report out on a month as either a number (1) or a written month (January). To expand this section of data variables, click the + icon to the left of the section heading. Later clicking the - icon for this (or any other) section of variables collapses it from view.
Click the checkbox next to each variable to be included in the report, and/or use the available Check All options as needed.
TIP: Individual detail report options and/or summary table selections must be set before the report can be generated. For more information on using the various report options, please click here.
TIP: If it is not necessary to save the report format and you only wish to view the report contents, please skip to step 20.
TIP: For more information on using the save report format options, please click here.
NOTE: If you chose to send the report to yourself via the Messages module (in step 11), a notice is first displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion. You can then navigate away from the page, or wait for the report to complete and then proceed with step 21.
NOTE: When working with the report data, please keep in mind that:
When entitlement data variables have been chosen for inclusion the entitlement information displayed is that for the entitlement to which the invoice is linked.
When a report is long enough to require you to scroll down the page to view all of its content, the header row of the data table (individual detail and/or summary) "freezes" at the top of the page, while the rest of the report detail is viewed. This enables you to view the column labels, even when scrolling down the page. Similarly, when printing a report that covers more than one page, the header row of any tables split between pages is shown at the top of each page.
The process of generating a BillingBuilder ReportBuilder report is now complete.
The following is an alphabetical list of the billing-related data variables available for inclusion in BillingBuilder ReportBuilder reports, providing a detailed look at what each variable reports on and where the corresponding information is pulled from.
Adjudication Date (Remittance Info Data) - Adjudication date reported in the remittance worksheet "Adjudication Date" column.
Adjustment Group / Reason (CAS Information) (Remittance Info Data) - CAS information captured in the remittance worksheet "CAS Information" column.
Aging As of... (Invoice Data) - Reports the number of aging days assigned to the invoice.
Aging Group (Invoice Data) - Reports the aging period assigned to the invoice based on the associated figure from the "Aging As of …" field. (These aging groups are configurable using the ListBuilder.)
Batch ID (Transaction Data) - Posted Batch ID associated with the transaction.
Billing DX (Invoice Data) - Diagnosis code associated with the invoice.
Billing Type (Transaction Data) - Billing type (from Configure Billing Types) associated with the transaction.
Check Number (Remittance Info Data) - Check number provided by the payer within the 835 remittance file or entered by the user when creating the remittance worksheet.
Claim Frequency Type Code (Invoice Data) - Claim frequency code assigned to invoices during the posting process for procedures that use the option "Assign Claim Frequency Code Type...". This data variable is only available if the Foothold Help Desk has activated the corresponding option in your AWARDS database.
Delay Code (Invoice Data) - Delay code associated with the invoice.
Deposit Date (Remittance Info Data) - Deposit date assigned by the user when the remittance worksheet is created.
Fiscal Period (Transaction Data) - Fiscal period the transaction was posted to.
HCPCS/CPT Code / Modifier (Invoice Data) - HCPCS/CPT code and modifier (from Configure Billing Types/Procedures) associated with the invoice.
Invoice Balance (Invoice Data) - Current balance on the invoice as of the time at which the report was run.
Invoice Balance As of... (Invoice Data) - Invoice balance as of the "Aging Date" used for this report.
Invoice Line # (Invoice Data) - The line number if the invoice is multi-line.
Invoice ID (Transaction Data) - Invoice ID associated with the transaction.
Invoice Status (Invoice Data) - Most recent invoice/claim status provided by the payer in the 835 remittance file. If the invoice is a multi-line invoice, all invoice line statuses will be reported with the associated invoice line in parentheses (); for example, "Processed as Primary (1)," "Processed as Primary (2)."
NTE (Third Part Org Notes) (Invoice Data) - Note data sent in the claim file for the procedure invoiced. Based on the procedure configuration, this can be either the start and time of the service that created the invoice, or a general note.
NTE (Line Note) (Invoice Data) - Note data sent in the claim file for the procedure invoiced. Based on the procedure configuration, this can be either the start and time of the service that created the invoice, or a general note.
Ordering NPI (Invoice Data) - The Order Provider's NPI assigned to the invoice.
Payer (Transaction Data) - Payer (from Configure Payers) associated with the transaction.
POS Code/NUBC Code (Invoice Data) - Place of service code associated with the invoice.
Posting Date (Transaction Data) - Date on which a user posted the transaction to A/R in AWARDS.
Procedure Code (Invoice Data) - Procedure code (from Configure Billing Types) associated with the invoice.
Procedure Name (Invoice Data) - Procedure name (from Configure Billing Types/Procedures) associated with the invoice.
Program (Transaction Data) - Program associated with the transaction.
Program Billing Group (Transaction Data) - Program billing group (from Program Billing Groups) associated with the transaction.
PROS/ACT/CR Telehealth Code (Invoice Data) - Reports the Telehealth modifier code assigned to the Medicaid or MCO Medicaid invoice from the Configure Billing Types page > Report Telehealth Modifer Code in 837 Claim File field.
Re-billed Invoice (prior) (Invoice Data) - Reports the prior invoice ID/batch ID posted as Re-bill within a remittance worksheet, which was used to create the invoice ID being reported in the Invoice ID column.
Re-billed Invoice (new) (Invoice Data) - Reports the new re-bill invoice ID/batch ID generated from the invoice ID being reported in the Invoice ID column.
Remit Amount (Invoice Data) - Remit amount (from Billing Rates) associated with the invoice.
Remittance Worksheet ID (prior) (Transaction Data) - The associated remittance worksheet ID if the transaction (payment or adjustment) was posted in a remittance worksheet.
Rendering/Attending NPI (Invoice Data) - The Rendering or Attending Provider's NPI assigned to the invoice.
Service / Invoice Date (Transaction Data) - Date set as the "Service Date" under Edit Invoice Batch.
Supervising NPI (Invoice Data) - The Supervising Provider's NPI assigned to the invoice.
TCN Claim Control (Remittance Info Data) - The TCN/CCN claim number provided by the payer on all payments/denials as reported under Edit Invoice Batch.
Total Adjusted (Invoice Data) - Sum of all adjustments posted to the invoice at the time the report was run.
Total Paid (Invoice Data) - Sum of all payments posted to the invoice at the time the report was run.
Transaction Amount (Transaction Data) - Amount associated with the transaction.
Transaction Date (Transaction Data) - Transaction date associated with the transaction.
Transaction Posted By (Transaction Data) - User who posted the transaction to A/R.
Transaction Type (Transaction Data) - The type of transaction - will be Invoice, Payment, or Adjustment.
Units (Invoice Data) - Svc units associated with the invoice under Edit Invoice Batch.
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