The Production and Income Report is one of the cornerstones of reporting, allowing you to report on production minus adjustments (including write-offs), to see your net income. If you’re paying your providers on collection, this report plays an even more critical role. This post will offer help with settings and filters you can use when running the report so you get the level of detail you need to manage your practice.

Before you Begin

When running the P&I report, you must first understand the P&I types and write-off options.

Types refer to the date settings. Each type shows the report differently and includes different columns/level of detail. There are four types:

1. Daily: See patient-level details for each day in the date range.
   
   Each patient item lists separately. Each procedure, adjustment, payment, and write-off is its own line item. This also shows a provider breakdown if payments are split.
2. Monthly: See daily totals for each day in the day date range.
   
   Totals all payments, procedures, write-offs, and adjustments for each day and calculates the daily total for each line item.
3. Annual: See monthly totals for the year in the date range.
   
   Totals all payments, procedures, write-offs, and adjustments for each month.
4. Provider: See totals by Provider in the date range.
   
   Totals all payments, procedures, write-offs, and adjustments for each provider using the specified date range.

Write-off options affect how write-offs are calculated and which columns show on the reports. You have three options:

1. Insurance Pay Date: When selected, you will only see write-offs calculated on the day you received the insurance payment.
2. Procedure Date: When selected, you will only see write-offs calculated on the day the procedure was set complete.
3. Initial Claim Date/Ins Pay Date: When selected, you will see write-off estimates on the day the claim was created, and the adjusted write-offs on the day you received the insurance payment. This is helpful to see expected write-offs, but see the true write-offs once they are finalized.

Settings

There are four settings that will affect the look of your P&I reports.
To set them, go to Reports > Standard > Setup, then click Misc Settings. Determine which settings work best for your office.

• Monthly P&I scheduled production subtracts PPO write-offs:
  Automatically subtract the write-off amount from anticipated production in the Scheduled column when the report is run with the Monthly type. This only applies to future dates for work that has not been completed and only affects insurance plans with a PPO Percentage plan type.
• Default to showing clinic info on Daily P&I report:
  Only needed when using clinics. Automatically include clinic info on the report when running the report with the Daily type. This will add a clinic specific column to the report.
• Default to showing clinic breakdown on P&I reports:
  Only needed when using clinics. Automatically groups the report by Clinic for P&I reports of any type. Each clinic gets its own section and totals.
• Default selected date for PPO write-offs:
  Select your default write-off method. See the options noted above. The selected option will be the default date used for PPO write-offs. This affects other reports also. See Report Settings for details.

Running the Report

In the Reports window, you have a couple options for running the P&I Report.

• Today: Click to see the production of today only. Will list all patients who have production, income, or write-offs applied that happened today. Uses the Daily type.
• Yesterday: Click to see production for yesterday. This includes weekends so if run on Monday, it will show information from Sunday. Uses the Daily type.
• This Month: Click to see daily totals for the current month. Uses the Monthly type.
• Last Month: Click to see daily totals for the previous month. Uses the Monthly type.
• This Year: Click to see monthly totals for the current year. Uses the Annual type.
• More Options: See below for details.

More Options

Report Type: Determines the look of the report as discussed above. Selecting each option will change the Date Range.

Include Unearned: Check to include unearned income on the report.

Narrow the report by selecting specific Clinics or Providers. To select a Date Range, use the arrows, buttons, or type in a specific date.

By default, your write-offs will use the option selected in the Misc Settings above. If you want to see write-offs differently, select the option.

Understanding the Report

Here is a brief overview of each column. Some columns only appear when specific options are selected.

• Production: This is work that is already completed.
• Sched: Work scheduled in the future, or uncompleted appointments in the past (includes broken appointments that were left on the schedule). This column will change as work is completed.
• Adj: These are adjustments added to the account.
• Write-off Est: Only shows when using the third option for write-offs. This is the estimated write-offs for procedures not yet paid.
• Write-off: Claim write-offs for PPO plans.
• Write-off Adj: Only shows when using the third option for write-offs. This adjusts off the write-off estimate and applies the write-off to the procedure paid date.
• Total Prod: Production + Scheduled + Adjustments – Writeoffs.
• Pt Income: Payments received from patients that are allocated.
• Unearned Pt Income: Payments received from patients that are not allocated (e.g. prepayments).
• Ins Income: Payment received from insurance.
• Total Income: Pt Income + Unearned Pt Income + Ins Income.

Tips & Tricks

When running the report monthly for historical purposes, always run the report with the same options selected each time (especially the write-off option).

The report can change. Because we do not close out months in Open Dental, any backdated procedure or payment can alter the report (see more on using global lock dates to prevent change to historical data in this post and in our online manual here). Moving an appointment can affect scheduled production. Editing a write-off can change values. Be sure you are aware of how backdating information can alter production and income.

TECH TIP: Some commonly-requested variations:

1. I want to see my estimated production for next month
   Run the report using More Options with the Monthly type selected. Change the date range to next month. Have the third option selected for write-offs.
2. I want to see “true production” for this month – my production minus the write-offs (and any other adjustments) on those procedures.
   Run the report using More Options with the Monthly type selected. Change the date range to this month. Have the third option selected for write-offs. Use the Total Production column to see true production.

The Production and Income Report plays an important role in helping you measure your success. It should be run often to ensure payments, write-offs, and adjustments are being applied accurately. Please feel free to contact support if you have any additional questions!

Don’t miss our other post: Become a Reports Expert: Setup