There are many standard reports available in Open Dental that provide various data points your practice may want to track and measure. We often hear, “How do I close out a month/year in Open Dental?” The short answer is, you don’t need to “close out” any period in Open Dental. In fact, reports can be run anytime! In this post, we’ll review the typical end of day and end of month reports that you may want to run.
End of Day Reports
- Incomplete Procedure Notes Report
Ensure needed notes are added (and signed) using this report, which shows all completed procedures with incomplete Procedure Notes or Procedure Group Notes, and can optionally include procedures with no note or unsigned notes.
- Patient Portion Uncollected Report
This report shows whether you collected patient portions, and is a quick way to see if payments were allocated properly.
- Payments Report
Shows all Patient Payments and Claim Payments for a specific date or date range – this should match up to your deposits.
- Unfinalized Insurance Payments Report
Shows insurance payments that have been entered, but not finalized (and payments need to be finalized before they appear on your payments report).
End of Month Reports
See this handy reference: Tracking Revenue: Reports for Every Stage of the Cycle
- Procedures Not Billed to Insurance Report
Shows procedures that have been completed, but no claim has been created.
> Either mark the procedure as ‘do not bill ins’ or create the claim so you can get paid!
- Claims Not Sent Report
Shows claims that have been created but not sent. Typically, these are secondary or tertiary claims. You shouldn’t see primary insurance claims older than today.
- Outstanding Claims Report
Shows claims that have been sent but no payment received.
> If you have claims that have received partial payment but you’re still expecting payment on a few procedures on the claim, select those procedures, and click “Split Claim” to split those off onto their own. That way, you retain the visibility of unpaid procedures but your balance on the Outstanding Claims report will be more accurate.
- Procedures overpaid report
This shows if a procedure has been over-allocated to – it includes insurance payments, writeoffs, adjustments, and patient payments.
- Aging of A/R
Keep track of patient account balances with this report. Managing your receivables is an ongoing challenge. If you’re considering a Collections Agency to help you, take a look at our post: 5 Questions You Should Ask Your Collections Agency
- Insurance Aging Report
Shows uncollected insurance AND patient balances on insurance claims.
- Production & Income Report
> Use ‘More Options’ to filter by providers and date ranges.
Learn more in our post: Tracking Practice Profitability with the Production and Income Report.
Other Reports to Run
- Procedures Report
Run this report to see procedures performed in a date range.
> To see all procedures performed in a timeframe, grouped by procedure code, set the date range then select ‘Grouped by Procedure Code’ under ‘Type.’
> To see how many of a specific procedure was performed in a timeframe, set the date range then enter the procedure code in the ‘Only for procedure codes similar to:’ box.
- Want to print a fee schedule? Use the Procedure Codes – Fee Schedules Report.
> Select the fee schedule (and Clinic and Provider, if you’re using different fees at these levels). Sort by code or categories, then click OK.
While you don’t have to “close out” a period in Open Dental, you may want to use Global Lock Dates to prevent the backdating of data, so reports don’t change. Learn more on our Global Lock Dates manual page.
Reports help you manage your activities, track your revenue, and measure success. If you need a quick answer to a question about one of these reports, you can chat online with one of our friendly and knowledgeable support technicians. Need more in-depth troubleshooting help? Give us a call, we’re here to help.