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Clinic scorecard

2 off pace

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Who actually sends patients that stay

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No SMS or email provider is connected yet. Sends are queued and logged but not delivered. Connect a provider under Settings › Integrations when you are ready to go live.

Sandbox mode

Preview with real data

Hi Rosa — Mateo has PT tomorrow at 8:00a with Michelle Chen at Cheshire. Reply C to confirm or R to reschedule.

Visit reminder automation
Second reminder automation
Manual sends from the schedule

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Billed {{ cd.billed }} Paid {{ cd.paid }} Patient responsibility {{ cd.pr }}

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Check-in

Check in Collect $30 copay Mark no-show Move to waitlist slot

Visit note

No note started for this visit. Notes must be signed within 48 hours.

Rosa Alvarez (mother) · (612) 555-0187
Reminder text sent Tue 6:00p · confirmed
Preferred language: Spanish

Message Call

Open slots · Thu Jul 23

Thu Jul 23Fri Jul 24Mon Jul 27

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7 of 10 slots open · booking here counts against 4 remaining authorized visits.

Treatment time 45 min supports 3 units under the 8-minute rule. Estimated charge $141.20.

M. Chen, PT DPT · license 8842
Signing bills this visit immediately and closes the charge.

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Verify benefits Schedule eval Add to waitlist

Bilateral toe walking, 2-year-old female. Gait deviation noted at well-child visit. No neurological red flags. Requesting PT evaluation and treatment as indicated. ICD-10 R29.898.

Signed: Dr. Sandra Kim, MD · Fairview Pediatrics · 07/20/2026

View fax (2 pages) Request records

07/21 3:12p · Called mother, discussed eval and copay. Wants Tuesday.
07/20 9:40a · Referral received by fax, entered by front desk.

This source converts at 82% and averages $3,470 per patient. Contact inside 48 hours to hold that rate.

{{ locDetail.note }}. Revenue has fallen eight weeks straight and this site now sits {{ locDetail.gap }} against target. Filling the open therapist req is worth roughly $8.2k per month; offering the waitlist covers about a third of the gap immediately.

Kinesio tape hit zero at Pool Location on Jul 19. Par level is 12 and average burn is 9 rolls per month across the group.

4 notes signed later than 72 hours in the last 30 days, all at Torrington. Two are still unsigned and are blocking $286 in claims. Group standard is 24 hours.

Send a nudge View the 2 open notes

Mon–Fri 8a–4:30p at Torrington · 27 patients on caseload · 2 open eval slots Thursday · PTO requested Aug 10–14.

Denial rate {{ carrierRec.denial }} over the last 30 days. Leading cause here is CO-197 authorization missing — the auth number is not carried onto claims generated from re-evals.

Cigna allows 180 days from the denial date. You have 20 days left. Appeals with the authorization letter attached pay in full 91% of the time.

Save changes Discard

Must be at least 12 characters with one number. Password was last changed on March 4, 2026.

Role: Owner
All 6 clinics · full financial visibility
Can approve payroll, reqs and purchase orders
Can edit payer contracts and fee schedules

FY2027 draft compared against FY2026 · 8 of 74,260 codes are in your active set

Staged now, active Oct 1. Claims for services before Oct 1 keep FY2026 codes forever. Q66.89 splits into three codes, so the 4 charts using it need remapping before the effective date.

Run this rule against the last 500 claims to see what it would have flagged before you turn it on.

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3 claims held for missing authorization
1 claim rejected at 277CA — subscriber ID mismatch
2 ERA variances over $50 awaiting review

This prototype models the full X12 flow but transmits nothing. Going live needs a clearinghouse account, per-payer 837P enrollment, and a signed trading partner agreement.

Aetna is your slowest payer at 34 days. Manual EOB entry adds about 3 hours of staff time each week and is where most posting errors come from.

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Issued Jul 8 by M. Chen · 5 exercises · family acknowledged Jul 9. Next update is due with the progress report at visit 20.

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BlueCross MN requires authorization after the initial evaluation and re-authorization when 4 visits remain. Aquatic therapy needs a separate authorization and is not covered under A-88231.

Visits delivered without an active authorization deny as CO-197 and are not appealable at this payer. Three of the four remaining visits are already booked.

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The $30 copay applies to every visit and the deductible was not met until May. Two visits in April transferred to the family after BlueCross applied PR-1 to the full allowed amount.

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One emergency access grant on this chart: J. Okafor, Jun 2, reason “covering therapist, guardian present”. Reviewed and closed by Amy Cahill on Jun 3.

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Notice is due Mar 1 for the 2027–2028 year. Delivered hours are pacing 8% under contract, which is the number the district will open with. Bring the signed log ratio: 94% signed within 5 days.

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{{ tb.type }}{{ tb.debits }}{{ tb.credits }}{{ tb.net }}

{{ ap.vendor }}{{ ap.bill }}{{ ap.due }}{{ ap.amount }}{{ ap.status }}

{{ bk.account }}{{ bk.unmatched }}{{ bk.through }}

Revenue posts when a claim is accepted at the allowed amount; cash posts when the remittance lands. The $46.2k gap this month is 31 days of A/R plus $8.9k of denials still in appeal.

{{ lb.activity }}{{ lb.minutes }}{{ lb.cost }}{{ lb.share }}{{ lb.revenue }}

{{ pr.period }}{{ pr.staff }}{{ pr.visits }}{{ pr.base }}{{ pr.bonus }}{{ pr.status }}

{{ sr.name }}{{ sr.emp }}{{ sr.kind }}{{ sr.exempt }}{{ sr.rate }}{{ sr.status }}

Clinic billable time is 68% of paid minutes. Every point above 70% is roughly $9.4k a month across the group. Pool Location sits at 54% — that is one unfilled therapist req, not a productivity problem.

{{ ir.when }}{{ ir.patient }}{{ ir.location }}{{ ir.kind }}{{ ir.severity }}{{ ir.status }}

{{ pc.check }}{{ pc.cadence }}{{ pc.last }}{{ pc.status }}

{{ lh.subject }}{{ lh.reason }}{{ lh.since }}

Records are kept until the child turns 21 plus 7 years, so the youngest patient on your books today has a 2051 retention date. Documents inherit that date automatically.

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Sign the BAA, connect in sandbox, run test transactions, then flip to live. The clearinghouse also needs its own payer-by-payer enrollment, which is tracked under Payers.

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Merging moves every historical transaction to the surviving account and cannot be undone once a period is closed. Accounts used in a closed period can only be deactivated.

{{ l.account }}{{ l.clinic }}{{ l.debit }}{{ l.credit }}×

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Runs on the last calendar day of each month through Dec 2026, then stops. Each run creates a draft — nothing posts without an approver.

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Rehab Supply Co. offers 2/10 net 30. Paying their three open bills by Jul 30 saves $118 — worth more than the interest on holding the cash for 20 days.

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Invoice PDF · 2 pages
Uploaded by Dana Reyes on Jul 15

Approving debits the coded expense accounts and credits 2010 Accounts payable for $4,318.60. Cash moves later, in a pay run.

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A check register file uploads to the bank the same afternoon. Any check presented that is not on the file is refused — this is the main defence against check fraud on a paper run.

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Six PRN therapists were paid over $600 this year. If any of them meet the employee test, the exposure is back payroll tax, not a late 1099 — worth a review before January.

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Photo or PDF · we read the merchant,
date and total, then look for its card charge

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A payer deposit that does not tie to a posted remittance is the single most common source of an unreconciled month. Two are open right now, both BlueCross.

{{ o.date }}{{ o.ref }}{{ o.desc }}{{ o.amount }}{{ o.age }}

Cheque 4471 to a former contractor has been outstanding 214 days. Void and reissue, or escheat it — Connecticut requires unclaimed property reporting after three years.

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Accrual books revenue when the visit is billed at the contracted rate. Cash books it when the remittance lands, 31 days later on average. Lenders want accrual; the owner runs the business on cash.

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{{ c.clinic }}{{ c.plan }}{{ c.actual }}{{ c.variance }}

{{ d.asset }}{{ d.inService }}{{ d.cost }}{{ d.life }}{{ d.monthly }}{{ d.accum }}{{ d.nbv }}

Anything over $2,500 with a useful life beyond a year is capitalised. Below that it expenses to supplies — which is why the Guilford treadmill split into two lines.

{{ t.filing }}{{ t.authority }}{{ t.due }}{{ t.amount }}{{ t.status }}

{{ s.cat }}{{ s.sales }}{{ s.rate }}{{ s.due }}

Two therapists deliver school services across the New York line. That creates a payroll withholding obligation in NY and, past the threshold, a corporate filing. Worth a nexus review before Q3.

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{{ g.who }}{{ g.type }}{{ g.amount }}{{ g.remaining }}{{ g.remit }}

$68.4k of unused time sits on the balance sheet at current wage rates. It reprices every time someone gets a raise, and it is payable in cash on termination in Connecticut.

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Once a period is locked, a correction is a new dated entry, not a rewrite of history. That is what makes the trial balance defensible to a lender or an auditor a year later.

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