Report on any patients with debt recorded on their patient record in your system.

Finding Patients in Debt

💡 Tip: Run this report monthly to keep up-to-date with your debtors.

1. Go to Administration - Reports.
   • Or click the Reports icon in your workspace bar along the top of your system.
2. Select the Debtors List to access the report.
   • This report is also stored in the Patients Accounts reports group.
3. The debtors list prompt has some options for you to choose from:
   • Sort Patient By changes the order of the list depending on your choice.
   • You can Include Inactive if required.
   • If you need to specify a group of patients, use the Select Patients option to create or select a patient list.
   • Report on specific Provider(s) by selecting a provider from the list or use the Multiple option to select more than one.
     • By selecting a provider, the report will only display amounts owed by the patient to the chosen provider.
     • Leaving the provider empty will report on debtors for the entire practice.
   • The As at date will default to the current (today's) date.
   • Days For Aging can be used to find patients overdue for payment.
     • This defaults to 30 days, which means that any balance owing for less than 30 days will not be considered overdue.
     • The number of days specified can be changed per your practice policy.
   • You can specify a Minimum Balance to exclude patients who have a balance less than the entered amount; for example, a balance of $10/£10 excludes patients owing less than $10/£10.
     • Generally, the minimum balance would be the amount you would not consider worth chasing up due to administrative costs or time.
     • It is advised to specify a minimum balance for the report to provide accurate figures.
   • Tick Only Overdue Balances to produce a patient balance summary displaying only patients with overdue accounts.
     • The age of debt will be shown depending on your chosen value; for example, using the default value (30 days), the report will contain columns for Current, 30 Days, 60 Days and 90 Days+.
   • Tick Only Creditors to only show patients in credit, excluding debtors.
   • Tick Include Payors to include amounts outstanding by payors and patients.
4. Once you have configured your report, you can choose to print, preview, email or export (this will produce a .csv file) the report.

Reports are structured in the following way:

• Last Statement: This will show the date when a statement was last generated in EXACT for that patient.
• Stop Credit: If there is a * in this column it indicates that a ‘stop credit alert’ has been put against the patients record to indicate that they are a bad debt risk.
• Total: Total debt outstanding for that patient
• Current: This shows the current outstanding balance; for example, if a patient has a total outstanding balance of £150 but only £10 of that has been outstanding for more than 90 days, £140 would be under the current column and £10 under the 90 day column.
• 30 Days: This will show any balance that has been owed for more than 30 days but less than 60 days.
• 60 Days: This will show any balance that has been owed for more than 60 days but less than 90 days.
• 90 Days: This will show any balance that has been owed for more than 90 days.