This report identifies both patient's in debt and credit. 

Running this report regurlarly (it is common to run this once a month) will help you keep the list to a minimum. 

Finding patients in debt or credit

1. Go to administration - reports.
2. Select debtors list to access your report options.
   • You can sort the list of patients by selecting from the drop-down menu.
   • Ticking the include inactive box will show all patients, regardless of their active/inactive status.
   • If you wish to specify a select group of patients you can use or create a patient list using the select patients option.
   • One or multiple provider's can be selected using the provider or multiple option.
     • Selecting a provider will report on patients showing only the amount owed by the patient to the selected provider.
     • Leaving the provider empty will report on debtors/creditors for the whole practice.
     • Clicking the multiple option will report on a combination of providers.
   • The as at date will default to the current date, which is recommended for the report to run most effectively.
   • Days for aging can be used to find patients overdue for payment, this defaults to 30 days. This means any balance owing for less than 30 days will not be considered overdue. The number of days specified can be changed in accordance with practice policy.
   • You can specify a minimum balance amount to exclude patients that have a balance less than that amount; e.g. entering a minimum balance of $10/£10 will exclude patients owing less than $10/£10.
     • Generally, you would specify a minimum balance as the amount you would not consider to be worth chasing up, due to the costs of phone calls and/or postage and of administrative time.
     • It is advised to specify a minimum balance for the report to provide accurate figures.
   • With only overdue balances unticked the days for aging value will be used to show how old the debt is. By default (30 days) it will have columns for Current, 30 Days, 60 Days and 90 Days+.
     • If only overdue balances is checked this will produce a patient balance summary showing only those patients with overdue accounts; i.e. anyone with a credit balance will not appear on the report.
   • Ticking only creditors will show patients in credit, not those in debt.
   • Ticking include payors will include amounts outstanding by payor's as well as patients.
3. Once you have configured your report you can choose to print, preview, email or export (this will produce a .csv file) the report.

The screenshot example below shows the report for patients treated by all providers, including:

• All patients with an outstanding balance over £10.00/$10.00.
• Payors with outstanding balances.

Reports are structred 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.

Searching for patients in credit without using the creditors option

EXACT 24.117 includes a creditors only option on the configuration setup for the debtors list report.

1. Go to administration - reports.
2. Select debtors list.
   • On the select patients field, click the selection button then select an existing search or create a new search (you can also use this an create a patient list instead if preferred).
   • Add the condition patient balances, entering the following:
     • Patient has a balance more than -£9999
     • and less than -£0.01
       
   • Leave minimum balance option blank.
3. Run the report to show all patients in credit.

Tips and Tricks

• EXACT 24.117 includes a creditors only option on the configuration setup for the debtors list report.