Payment Related Reports

Listed below are various reports that can be used to track payments within the Simplee system. We will include the best practices for these reports as well.

• Payment Summary: A summary of payment volume for the reporting period, by department and type of payment.
• Operational: A summary of payments and payment volume across departments.
  • Why are these two reports important:  These reports are used by operational leaders to see high level dollars and transactions processed over a period of time.  Since all reports are real-time this report is especially useful at go-live to see dollars and transactions posted through the Simplee system.   You will use these reports daily at go-live and then reduce the time you look at them to weekly and then monthly as you get further from go-live.   The data in this reports will also be used for Quarterly Business Review analysis done by your Customer Success contact.
• Payments Detailed: A list of every transaction in the reporting period meeting a certain filter.  This report can filtered using multiple criteria including payment source (IVR, Online, Payment Plan), Settlement Status and Department.   
  • Why is this report important:  This report is used on an ad-hoc basis to find an individual transaction or a group of transactions.  This report is not used often by senior leadership.  It’s more used when the team is trying to answer a very specific question.  For example, a Director may ask how many IVR transactions are happening on a weekend. Since the report has a time/date stamp, the user can export this list to Excel and determine when the transactions occurred.
• Payments by User: A summary of payments and payment volume by individual backoffice users. Only applicable if users are performing payments in the back office.
  • Why is this report important:  Front-line leadership often uses this report to see how many transactions are being processed by different users.  
• Voided Payments: A summary of all voids processed during the reporting period.
  • Why is this report important:  This reports is used to troubleshoot specific questions or audit users to ensure they are not voiding inappropriate transactions.
• Declined Payments: A list of transactions that were not authorized because the patient’s card was declined.
  • Why is this report important: Users will receive real-time notification of disallowed credit card.  A patient may call to understand why their card was declined.  The report can be used to provide the caller with the reason why.  Most providers have existing rules to inform the caller to contact their Credit Card vendor instead of providing the exact reason.  For example, not telling the patient the card is stolen.   Many people will use a different card if the first card declines, so users of the report should not assume that all lines on this report need to be worked.  Most users will look at Past Payment history to see if the user was able to complete another transaction with another card before taking any further action.  As was mentioned during training, declined credit cards for payment plans have a set process (email to user, second attempt to charge credit card, cancellation of plan).  Report users should use the Payment Plan Activity Report (above) to see declined payment plan transactions.
• IVR Report: A list of all IVR transactions. The report shows all IVR activity including incomplete or cancelled transactions.
  • Why is this report important: This report can be used to determine the success rate of IVR transactions. 
• Manual Payments Report: A list of all of the manual payments taken for the specified date range, department, and sub-department. This will allow the users to track these types of payments and check that they were applied correctly.
• Returned Checks Report: A list of all of the bounced checks that have been returned to us from the bank.  This report includes the details surrounding the check, such as the date it was returned, the date the payment was taken, the reason it was returned, and the account number of the patient who submitted the check. This allows for better tracking and understanding of how many checks have been returned and why.
• Scheduled Payments Report: This report allows the user to search for payments that were either create at or scheduled on for the specified data range.  This allows for the users to understand how many scheduled payments there are for a specific date range.  They are able to filter this by location, payment method, and the source of the scheduled payment.