Home Forums Discussions General Discussion Sales report

Good morning.

I don't know if this forum is right to place this general question.

My CPA ask a sales report form for tax report purpose.

But in AC, on the biling tab I could only pull up invoice, patient list and copay status. Is there any other better sales report form from AC for tax report purpose(which include cash paid also)?

Thank you.

Alan Kim, MD

I think the answer is that AC is a charting system, not a practice management system. Sorry I don't have a better answer.

If I understand you correctly you have used nothing but AC to create and do all your financial transactions? What have you been using for a PM program? Have you at least set up a company with all the correct accounts in something like QuickBooks? I gather the answer to that is "No" in light of the question.

The one answer I can give you is to go to the financial section in Admin options, enter a data range from Jan 1st 2007 to Dec 31st 2007 and let AC have at it for a while to chew on all your data for the year. The first page of several will have some basic totals for charges, collections and balances still out, but probably not enough to satisfy your accountant who wants to satisfy "Mr. Sharppenci" as I like to call him, at the IRS.

My question to you is why didn't your accountant set you up a properly formatted company in something like QB's so you could enter your collections and deposits, track your expenses and all that? Unless you hired them after the fact to now try and crunch you numbers that you collected in their absence, I would strongly recommend finding another accountant. This is part of what they should be doing for you, showing you and teaching you how to properly track your business so they can then crunch your numbers and keep you safe while assisting you in reducing your tax liabilities; right???

Good luck.

HockeyRef you are absolutely right in your assessment of the state of our business management system, sort of. It is antiquated, but we don't use AC for anything but charting, and scheduling patients. Our practice predates Amazing Charts by a fur piece, and we only started with Amazing Charts one year ago. Our business plan is long established and makes no use of our 'intranet'. We track expenses the old fashioned way, by review of the quarterly reports the accountant prepares. (And gets paid a bunch for!) Our only concession to technology is a check writing system that helps balance the checkbook and allows the accountant to oversee the assignment of accounts. We do fine on getting the taxes paid, but it is all the old fashioned way. Our expenses and operating overhead is pretty close to a fixed cost. (Big savings this year, an MA who had been with us over twenty years, retired!)
There are 3 Docs and 16 employees, so it is a little too big for a Quickbooks or other afterhours solution.

DocM,
I have been told of many really large businesses, much larger than your using QB's to keep a handle on things. And to a large extent you could start anytime you want by picking a clean start data. And the program can be bought in multiple licenses and networked just like AC so lots of users can use it and access it. Now we are real small so I just have a single copy on my laptop, but QB's is certainly not just a mom and pop program, although much like AC once you get the hang of it, it is certainly easy to use.... I wish you lived closer, because I'd show you how ours is set up... Couldn't run the show without it... Just like AC, to just be able to click up a vendor and accounts is great...

Quickbooks is an amazing tool.

As for the business size, the people who taught me to use it run a chain of 35 restaurants and have over 600 employees and solely use QB.

I write all my checks in quickbooks and in one click, I send the info to my bank who prints and mails them.

So I have no check, envelop, or stamp costs thanks to my bank's free online billpay which is QB compatible. Even sweeter, I do not have to then make entries into QB, as it is already done.

I also send payroll via QB and it automatically wires the money into my employees checking accounts (for 1.00/check)

I want a quarterly report of my expenses.....hit "reports" and specify dates. I used to pay an accountant a few hundred bucks a month to do my bookkeeping. That is now gone AND I have less work/labor cost since this is FASTER than writing a check, putting it into the envelope, addressing, and stamping.

I would be happy to help anyone looking to reduce their overhead so feel free to contact me.

I believe all you need to do is export your records for a particular time period. Choose "billing" and "pull/export bills by date ctrl d". Select your date range, click radio button for "export all records".

If you use the CMS 2007 format, it is saved as a text file delimited with the ^ character.

finally, you then need to open the text file with Microsoft Excel, highlight column A, from the menu in excel 2003 select "data", "text to column" conversion, and you will have your report.

There would be a column for the overall charge and for the copays.

Not to rain on anyone's parade here, but remember there is the disclaimer in the financial section of AC so one should not count on that data to be accurate or correct, so says AC.... Are we all now starting to understand what originally started our own controversy with AC???? Sorry but these things really do permeate lots of other issues....

Canned reports created with a report writer within AC may or may not have the correct calculations but those are much different than the raw data. I believe you can still rely on the raw data for whatever purpose you need, including giving it to the accountant.

An export from the database is just that: the raw data that your office has entered. There are no reports or calculations involved. All calculations are done outside AC within MSExcel. If you screw up the tally of a column, there is no one to blame but yourself.

This is a question I posted in another thread. I don't use the billing features of Amazing Charts, so I am ignorant on this topic.

I was talking to another AC user recently and he said that all he really needed from Amazing Charts was the following:

• Accounts receivable function
• Aging analysis function

Is that a fair analysis? Anyone disagree?

His other request was a *seamless* interface with OfficeAlly. There is an interface, I understand, but it's not *seamless*.

As much as Office Ally seems to be a dream come true seeing how nice they are to providers in the game, unless your CARTEL dominant player in your area plays ball with them, you are basically screwed like we are right now... Sure would be nice, but such is not the case.

So for right now we still need a solid interface to a reasonable program that our BC/BS does work with. Basically they only seem to have set themselves up wiht providers pay type clearinghouses unless you care to bill direct to them, which I think defeats the whole OA thing although on this I could be wrong. Does OA have support for the "free" direct billing to the carriers? I gather they wouldn't or at least this would be for a fee because they collect their fee from the carriers and not the providers. Does anyone know for sure???

I guess I would like to not have to work with 3 vendors just to be able to use an external PM program much like EZ Claims is supposed to work, direct from AC to the PM program. But again this is why some of us kept trying to wait AC out with the release of the PM. AC to AC, which should be best of all. Oh well....

I will have to defer specific Office Ally questions to folks that use that program. I know people on and off of this forum who have been using it for a while without complaints.

I looked into it, and it looked pretty solid, and the price is unbeatable, but I have been using a billing service up til now.

I am pretty sick of the third-party payors telling us what to do. I have been in the process of cutting my ties with poorly-paying plans. How good of a payor is BC/BS?

Before you answer that, factor in how much money you would save using OfficeAlly, if BC/BS is your only obstacle to doing so.

I would make certain that BC/BS really *doesn't* work with OfficeAlly. I can't imagine why they wouldn't.

If they don't, can't, or won't, I would figure out how much money it's costing you *not* to use OfficeAlly, and re-evaluate your relationship with BC/BS.

Brian,
I don't use AC for billing either.
However, those requests for accounts receivable and aging analysis are critical.

My practice consultant and I discuss these figures every month. The aging analysis is especially important because it helps us determine if my biller is capturing the "old money," or just focusing on the "new money."

When the "old money" gets too old, we can get on her case to start reeling those accounts in.