What you see

What you will see, shown with sample data

The client dashboard is planned. This sample uses a fictional physical therapy clinic and synthetic numbers that add up, so you can judge what it will track before you talk to us.

Client dashboardSample clinic · Physical therapy · 2 locations

SAMPLE DATAFictional clinic. Synthetic numbers.Updated Mon Sep 28, 6:00 pm

Views

Overview

Sample clinic

Sample view with synthetic data. The client dashboard is planned; this shows what it will track.

Since your last visit (Thu, Sep 24): 37 claims sent, 1 corrected claim re-sent, $3,590.20 posted, 8 items need you.

Collected, Sep 1 to 28$42,072.17Insurers $32,302.76 · Supplement plans $1,715.92 · Patients $8,053.49Money posted this month from insurers, supplement plans and patients.

Visits billed, Sep 1 to 283541,261 units · 3.56 per visitVisits with a claim created, by date of visit.

Expected from those visits$38,018.35$107.40 per visit · charges $104,973.00What payers and patients should pay, based on what each payer allowed.

Open A/R now$43,003.11Insurers $35,405.95 · Supplement $603.81 · Patients $7,028.35 · Credit -$35.00 · 5.6% over 90 daysExpected money not yet collected, net of credits.

Days in A/R29.4$43,003.11 ÷ $1,462.95 per dayOpen A/R divided by the average daily expected value of visits in the last 90 days (Jul 1 to Sep 28).

Needs you now8 items9 visits held ($884.03) · 4 coming upThings only your practice can do; held visits cannot be billed until then.

Rates, Sep 1 to 28

96.7%347 of 359Clean claim rateClaims accepted on first submission, of claims first submitted.

5.3%22 of 413Denial rateClaims denied on the payer's first decision, of claims decided.

86.4%357 of 413Paid in full on first decision413 claims decided: 357 paid in full, 22 denied, 34 underpaid.

1359 claimsMedian days, visit to claim sentAcross the 359 claims first submitted.

23paid in fullMedian days, visit to insurance paymentClaims paid in full on first decision.

96.2% / 1.9% / 1.9%$42,451.00 / $857.46 / $829.81June visits: collected / open / written offOf $44,138.27 expected on 408 June visits.

Paid in full on first decision is lower this month because Commercial PPO B paid 97530 less than it allowed before on 34 claims. See the space 'Commercial PPO B: 97530 paid less than it allowed before'. The open amount on June visits is all patient balances.

Expected vs collected, April to September

Axis to $50,000.00

Expected vs collected, April to September, by month
Month	Clinic days	Visits	Units	Charges	Expected	Collected	Written off	Open A/R at month end
Apr	22	423	1,467	$124,358.00	$45,351.80	$42,495.33	$1,257.76	$46,673.09
May	20	428	1,529	$128,178.00	$46,361.70	$42,201.95	$331.11	$50,501.73
Jun	22	408	1,449	$120,953.00	$44,138.27	$44,087.51	$846.26	$49,706.23
Jul	22	437	1,524	$128,030.00	$46,364.90	$46,688.61	$1,608.61	$47,773.91
Aug	21	439	1,548	$129,979.00	$47,282.26	$44,958.63	$1,605.92	$48,491.62
Sep 1 to 28 (partial)	19	354	1,261	$104,973.00	$38,018.35	$42,072.17	$1,434.69	$43,003.11

Open A/R at Mar 31 was $45,074.38. Each row closes: previous month-end A/R + expected - collected - written off = this month-end A/R.

Expected is net of Medicare sequestration (2% of the Medicare payment, CARC 253) on Medicare Part B visits.

Where the work stands
Stage	Claims	Open	Owner
Checking	22	$2,439.88	Software, checked by your billing team
Needs you	10	$849.03	You
With payer	295	$28,719.34	Software; your billing team follows up if the payer is late
Being recovered	68	$3,932.09	Your billing team
Secondary plan	29	$539.73	Software
Patient balance	195	$6,523.04	Software statements, calls by your billing team
Total open	619	$43,003.11

Paid in full in the last 7 days: 103 claims.

Updates

Newest first

Mon Sep 28, 5:40 pmSoftware23 claims sent to 5 payers after charge review. 1 corrected claim re-sent (Pt 2269, member ID fixed).
Mon Sep 28, 4:05 pmYour billing teamSent 5 appeals or corrected claims: 2 coordination of benefits (CARC 22), 1 missing authorization (CARC 197), 1 visit limit (CARC 119), 1 medical necessity (CARC 50).
Mon Sep 28, all daySoftware12 patient payments posted, $437.83 (copays at the visit and statement balances).
Mon Sep 28, 9:10 amSoftwarePosted $582.64 from insurers: supplement plans $291.96 (18 claims), paper check from Payer E $290.68 (2 claims).
Mon Sep 28, 6:00 amSoftwareEligibility checked for 30 visits scheduled today. 1 flag: Pt 2259 coverage still not active (visits held since Sep 23).
Sat Sep 26 to Sun Sep 27Software5 patient payments posted, $153.42 (statement balances).
Fri Sep 25, 5:35 pmSoftware14 claims sent to 6 payers.
Fri Sep 25, 3:30 pmYour billing teamAppeal sent for Pt 2249 (Medicare Part B, CARC 22): patient confirmed Medicare is primary.
Fri Sep 25, 10:15 amSoftwareClearinghouse rejected 1 claim (Pt 2269, member ID). Your billing team fixed it; re-sent Monday.
Fri Sep 25, 8:05 amSoftwarePosted $2,232.88 from insurers: Commercial HMO C $1,116.07 (13 claims, 1 paid after appeal: Pt 2120, $104.11), Medicare Part B $982.00 (14 claims), paper check from Payer E $134.81 (1 claim).

Claims

Sample clinic

Sample view with synthetic data. The client dashboard is planned; this shows what it will track.

Where every visit stands on its way to being paid, with the owner and next step on every card. Select a card to open the claim.

Checking22$2,439.88 openSoftware, checked by your billing teamVisit documented or note pending. Codes, units, modifiers, plan of care and coverage are checked before the claim goes out.

Sample shows 3 per column

Needs you10$849.03 openYouYour practice needs to act before these can be billed: 9 held visits ($884.03) and 1 credit balance waiting for refund approval (-$35.00).

Sample shows 3 per column

With payer295$28,719.34 openSoftware; your billing team follows up if the payer is lateSent and accepted; waiting for the payer's decision.

Sample shows 3 per column

Being recovered68$3,932.09 openYour billing team38 denials being corrected or appealed ($3,371.65) and 30 underpaid claims ($560.44: $254.18 short from the payer plus $306.26 patient share, billed once the payer fixes its payment).

Sample shows 3 per column

Secondary plan29$539.73 openSoftwareMedicare paid; the supplement plan pays the 20% (crossover, remark MA18).

Sample shows 3 per column

Patient balance195$6,523.04 openSoftware, then your billing teamPayers are done; the patient owes. Statements, reminders and calls follow your financial policy.

Sample shows 3 per column

Done, last 7 days103Paid in full. Count only.

Total open: 619 claims, $43,003.11. Equals Open A/R.

Spaces: named workstreams

As of Sep 28

Commercial PPO B: 97530 paid less than it allowed beforePayer reprocessingYour billing team
Since the Aug 25 payment, PPO B paid 97530 about 15% less than it allowed on earlier claims (about $29.39 a unit instead of $34.58) on 43 claims (78 units), $404.59 short in total. Dispute sent Sep 2 for the first 16 claims, then as each new one arrived. 13 claims corrected on Sep 22 ($150.41 recovered). 30 still short ($254.18). Patient statements on these visits wait until the payment is corrected.
Plans of care: recerts dueNeeds youYou (therapists); software tracks the dates
Pt 2150: certified through Sep 24, visit Sep 28 held, next visit Sep 30. Pt 2153: certified through Sep 18, next visit Oct 1. Pt 2180: certified through Oct 2, next visit Oct 6.
Authorizations1 over, 1 running lowYou (front desk requests); software tracks visits used
Pt 2173 (Commercial HMO C): visit 15 on Sep 24 is past the 14 authorized; retro request needed. Pt 2294 (HMO C): 2 of 8 used, 9 scheduled; runs out at visit 8 on Oct 19. Pt 2280 (Medicare Advantage A): 3 of 12 used, 6 scheduled, covered.
Payer E: over 30 daysWaiting on payerYour billing team
15 claims over 30 days ($2,207.01, 6 patients), out of 50 open Payer E claims ($7,240.74).
Medicare therapy threshold (KX)WatchingSoftware, checked by your billing team
Pt 2166: $3,329.84 this year on the claims we bill. KX on every line since Aug 26. Above $3,000, Medicare can select claims for targeted review; notes must show why skilled therapy is still needed.
September patient statementsSentSoftware; calls by your billing team
4 runs (Sep 1: 16, Sep 8: 11, Sep 15: 17, Sep 22: 19) = 63 statements covering 105 balances, $3,430.73. 25 of those balances paid so far ($756.93).
Denials being workedIn progressYour billing team
38 claims, $3,371.65: missing information (CARC 16) 14, $1,318.74; coordination of benefits (22) 10, $859.02; authorization absent (197) 9, $801.58; visit limit reached (119) 4, $216.29; medical necessity (50) 1, $176.02.

Patients

Sample clinic

Sample view with synthetic data. The client dashboard is planned; this shows what it will track.

Showing 12 of 56 active patients (seen in the last 10 days or with a visit scheduled). 26 new evaluations Sep 1 to 28.

Patients: where each one stands
Patient	Payer	Therapist	Visits billed	Next visit	Plan of care / authorization / threshold	With payers	Patient owes	Where it stands
Pt 2289	Medicare Part B	PT 2 (North)	2 (since Sep 24)	Oct 5	Certified through Dec 23; $259.80 of $2,480 this year	$255.64	$0.00	New patient. Evaluation and second visit sent to Medicare.
Pt 2255	Medicare Part B + supplement	PT 2 (North)	8 (since Sep 3)	Sep 30	Certified through Nov 11; $816.91 of $2,480	$688.74	$0.00	On track: 7 claims with Medicare, 1 with the supplement plan.
Pt 2137	Medicare Part B + supplement	PT 2 with PTA 1 (North)	16 (since Jul 15)	None (discharged)	Certified through Sep 23; $1,479.14 of $2,480	$118.32	$0.00	2 claims waiting on the supplement plan, 1 with Medicare.
Pt 2150	Medicare Part B + supplement	PT 1 (North)	14 (since Jul 21)	Sep 30	Certified through Sep 24 (expired); $1,425.44 of $2,480	$527.01	$0.00	Recert not signed: Sep 28 visit held. 2 older claims denied, being corrected.
Pt 2166	Medicare Part B + supplement	PT 3 (South)	19 (since Jul 30)	Oct 1	Certified through Oct 28; $3,329.84 this year: KX since Aug 26, above $3,000	$529.38	$0.00	Paid normally with KX. Therapist reminded to document skilled need.
Pt 2220	Medicare Part B + supplement	PT 1 (North)	11 (since Aug 20)	Oct 5	Certified through Oct 18; $1,073.80 of $2,480	$486.07	$283.00	Sep 23 note: minutes do not match units (held). Owes the $283 Part B deductible.
Pt 2180	Medicare Part B + supplement	PT 4 (South)	13 (since Aug 7)	Oct 6	Certified through Oct 2; $1,131.96 of $2,480	$219.36	$0.00	Recert needed before the Oct 6 visit.
Pt 2186	Payer E (paper checks)	PT 1 (North)	12 (since Aug 11)	Sep 30	Re-evaluation Sep 21; payer approval pending	$1,337.18	$0.00	2 visits held for approval. Evaluation denied for medical necessity (CARC 50); appeal sent Sep 28.
Pt 2294	Commercial HMO C	PT 4 (South)	2 (since Sep 25)	Oct 2	2 of 8 visits authorized; 9 scheduled	$190.92	$0.00	$20 copays collected at visits. Request more visits before Oct 19.
Pt 2259	Commercial PPO A	PT 2 (North)	7 (since Sep 10)	None scheduled	No visit limit on file	$757.54	$0.00	Coverage ended Sep 22; 3 visits held for the new card. 4 earlier claims with the payer.
Pt 2213	Commercial PPO A (deductible plan)	PT 4 (South)	11 (since Aug 14)	Sep 30	No visit limit on file	$634.48	$342.12	Sep 23 note not signed. Patient owes deductible and coinsurance on 4 visits.
Pt 2208	Commercial PPO B	PT 1 (North)	13 (since Aug 17)	Sep 30	No visit limit on file	$552.55	$45.00	2 claims in the PPO B 97530 dispute.

"Visits billed" counts this episode's claims to date. "With payers" is open on this patient's claims that insurers or the supplement plan still owe, including held visits, net of Medicare sequestration. "Patient owes" is open after the payer decided. "This year" is Medicare-allowed therapy dollars from Jan 1 on the claims we bill.

A/R aging

Sample clinic

Sample view with synthetic data. The client dashboard is planned; this shows what it will track.

Aging is days since the date of service. Until a payer decides a claim, its whole open balance sits with that payer; after the decision, the supplement and patient shares move to them.

A/R aging, as of Sep 28
Owed by	0 to 30 days	31 to 60	61 to 90	91 to 120	Over 120	Total	Share of A/R
Medicare Part B	$9,506.78	$271.70	$65.72	$0.00	$0.00	$9,844.20	22.9%
Medicare Advantage A	$706.35	$247.61	$0.00	$0.00	$0.00	$953.96	2.2%
Medicare Advantage B	$913.44	$67.88	$56.42	$0.00	$0.00	$1,037.74	2.4%
Commercial PPO A	$7,619.71	$428.06	$199.48	$0.00	$0.00	$8,247.25	19.2%
Commercial PPO B	$4,706.75	$773.92	$199.40	$0.00	$0.00	$5,680.07	13.2%
Commercial HMO C	$1,756.47	$410.83	$234.69	$0.00	$0.00	$2,401.99	5.6%
Payer E (paper checks)	$4,300.66	$2,812.16	$127.92	$0.00	$0.00	$7,240.74	16.8%
Medicare supplement plans	$423.98	$163.13	$16.70	$0.00	$0.00	$603.81	1.4%
Patients	$634.60	$2,649.24	$1,343.89	$857.46	$1,543.16	$7,028.35	16.3%
Open balances	$30,568.74	$7,824.53	$2,244.22	$857.46	$1,543.16	$43,038.11
Credit balance (refund waiting for your approval)						-$35.00
Net A/R	71.1%	18.2%	5.2%	2.0%	3.6%	$43,003.11	100.0%

Over 90 days: $2,400.62 (5.6% of A/R). All of it is patient balances: 57 balances from 37 patients.

10 balances ($260.72, 8 patients) have had statements and calls without payment. They go to you for a decision at the month-end review (see Needs you).

By where it stands
Stage	Claims	Open	Owner
Checking	22	$2,439.88	Software, checked by your billing team
Needs you	10	$849.03	You
With payer	295	$28,719.34	Software; your billing team follows up if the payer is late
Being recovered	68	$3,932.09	Your billing team
Secondary plan	29	$539.73	Software
Patient balance	195	$6,523.04	Software statements, calls by your billing team
Total open	619	$43,003.11

Paid in full in the last 7 days: 103 claims.

Payments

Sample clinic

Sample view with synthetic data. The client dashboard is planned; this shows what it will track.

Every dollar that came in, from whom, and what was adjusted.

Insurers and supplement plans, Sep 1 to 28
Paid by	Payments received	Claims paid	Amount
Medicare Part B	8	132	$9,459.89
Medicare Advantage A	4	26	$1,912.70
Medicare Advantage B	4	25	$1,398.00
Commercial PPO A	4	95	$8,267.37
Commercial PPO B	4	77	$4,604.14
Commercial HMO C	4	45	$3,516.48
Payer E (paper checks)	11	22	$3,144.18
Medicare supplement plans	7	92	$1,715.92
Insurance total	46	514	$34,018.68

Medicare sequestration (CARC 253): $193.06 on the 132 Medicare Part B claims paid Sep 1 to 28, 2% of Medicare's payment. It is a payer adjustment, not a write-off.

Patients, Sep 1 to 28
Patient payments	Count	Amount
Copays at the visit	131	$4,555.00
Statement balances	94	$3,498.49
Patient total	225	$8,053.49

Total collected Sep 1 to 28: $42,072.17 ($34,018.68 + $8,053.49; equals the Overview tile).

Latest 10 insurance payments
Date	Paid by	Method	Reference	Claims	Amount	Posted
Wed Sep 23	Medicare Advantage B	EFT	···3360	5	$308.22	Wed Sep 23
Wed Sep 23	Payer E (paper checks)	Check	···6388	2	$324.22	Wed Sep 23
Thu Sep 24	Medicare Advantage A	EFT	···9350	5	$307.13	Thu Sep 24
Thu Sep 24	Medicare supplement plans	EFT (crossover)	···4749	7	$125.51	Thu Sep 24
Thu Sep 24	Payer E (paper checks)	Check	···9588	2	$225.94	Thu Sep 24
Fri Sep 25	Commercial HMO C	EFT	···3501	13	$1,116.07	Fri Sep 25
Fri Sep 25	Medicare Part B	EFT	···3876	14	$982.00	Fri Sep 25
Fri Sep 25	Payer E (paper checks)	Check	···3824	1	$134.81	Fri Sep 25
Mon Sep 28	Medicare supplement plans	EFT (crossover)	···1479	18	$291.96	Mon Sep 28
Mon Sep 28	Payer E (paper checks)	Check	···8460	2	$290.68	Mon Sep 28

References are synthetic 4-digit endings.

Written off this month
Adjustment	Amount	Detail
Patient balances written off	$887.28	19 balances, 15 patients; approved by you at the August review, posted Tue Sep 1
Denials written off after appeal	$547.41	7 claims (visit limit 2, authorization 2, missing information 1, medical necessity 1, coordination of benefits 1): insurer share $512.07, supplement $15.34, patient $20.00
Total written off	$1,434.69	Equals the September row of the trend table

Recovered this month: 18 claims paid after appeal ($1,497.79); 13 underpaid claims corrected by Commercial PPO B on Sep 22 ($150.41).

Needs you

Sample clinic

Sample view with synthetic data. The client dashboard is planned; this shows what it will track.

Now: 8 items; 9 visits held, $884.03

Needs you now
Item	Who	Patient	What is needed	Why	Held	Due	Status
1	You: Front desk	Pt 2259, Commercial PPO A, PT 2	A copy of the new insurance card	Eligibility check before the Sep 23 visit: coverage ended Sep 22. No visit scheduled; please call the patient.	3 visits (Sep 23, 25, 28), $282.64	As soon as possible	Needs you
2	You: Front desk	Pt 2186, Payer E, PT 1	Payer approval for visits after the Sep 21 re-evaluation	The payer approves visits in blocks; visits 11 and 12 are held until it does.	2 visits (Sep 23, 28), $238.42	Before the Sep 30 visit	Needs you
3	You: Front desk	Pt 2173, Commercial HMO C, PT 1	Ask the plan for a retro authorization for 1 visit	Visit 15 on Sep 24 is past the 14 authorized.	1 visit, $63.08	This week	Needs you
4	You: PT 1	Pt 2150, Medicare Part B	Get the recertification signed by the referring physician	Plan of care certified through Sep 24. Medicare requires a certified plan of care for payment; a late signature is accepted with a reason for the delay.	1 visit (Sep 28), $109.56	Before the Sep 30 visit	Needs you
5	You: PT 1	Pt 2220, Medicare Part B	Correct the Sep 23 note	Total timed minutes (59) do not match the minutes listed for 97110 (45). 4 units need at least 53 minutes.	1 visit, $98.70	This week	Needs you
6	You: PT 4	Pt 2213, Commercial PPO A	Sign the Sep 23 note	Claims go out only after the note is signed; this one is 5 days old.	1 visit, $91.63	Today	Needs you
7	You: Owner	Pt 1930	Approve a $35.00 refund	The patient paid the same balance twice: on Sep 21 and again on Sep 23.	Credit -$35.00	This week	Needs you
8	You: Owner	8 patients	Decide on 10 patient balances ($260.72): write off or send to collections	Each has had statements and calls without payment.	None (in A/R, over 90 days)	Month-end review, Sep 30	Needs you

Not active in the sample.

Held visits $282.64 + $238.42 + $63.08 + $109.56 + $98.70 + $91.63 = $884.03; with the -$35.00 credit this is the $849.03 Needs you column on the board.

Coming up (4 items)
Item	Who	Patient	What	By
9	You: PT 1	Pt 2153, Medicare Part B	Recertification: plan certified through Sep 18; visits resume Oct 1	Oct 1
10	You: PT 4	Pt 2180, Medicare Part B	Recertification: plan certified through Oct 2; visits Oct 6 and Oct 9	Oct 5
11	You: PT 3	Pt 2166, Medicare Part B	Above $3,000 this year with KX on every line: make sure each note shows why skilled therapy is still needed	Next visit, Oct 1
12	You: Front desk	Pt 2294, Commercial HMO C	Request more visits: 2 of 8 used, 9 scheduled; runs out at visit 8	Oct 16

Month-end report · August 2026

Sample clinic: August billing

Sample view with synthetic data. The client dashboard is planned; this shows what it will track.

Sent Tue, Sep 1, 2026 · Prepared by your billing team · Sample data

Summary

We billed 439 visits in August (3.53 units per visit), worth $47,282.26 in expected payments, and posted $44,958.63. Open A/R ended the month at $48,491.62, or 32.7 days of expected revenue, against $47,773.91 and 31.9 days at the end of July. Payers denied 31 claims (7.8% of the 396 they decided). The top reasons were coordination of benefits (10), missing authorization (9) and missing information (8). By Aug 31 your billing team had sent corrections or appeals on 27 of them. One new pattern: Commercial PPO B paid 97530 less than it allowed on earlier claims in its Aug 25 payment (9 claims, $72.62 short). We will dispute it this week and check every PPO B payment until it is fixed. You approved write-offs of 19 patient balances ($887.28), posted Sep 1.

Key numbers
Measure	August	July
Visits billed	439	437
Units per visit	3.53	3.49
Charges (your fee schedule)	$129,979.00	$128,030.00
Expected	$47,282.26	$46,364.90
Expected per visit	$107.70	$106.10
Collected	$44,958.63	$46,688.61
Written off	$1,605.92	$1,608.61
Open A/R at month end	$48,491.62	$47,773.91
Days in A/R	32.7	31.9
A/R over 90 days	5.8% ($2,827.33)	5.6% ($2,682.15)
Clean claim rate	96.7% (414 of 428)	97.0% (420 of 433)
Denial rate	7.8% (31 of 396)	5.2% (20 of 386)
Paid in full on first decision	89.9% (356 of 396)	94.8% (366 of 386)
Median days, visit to claim sent	1	1
Median days, visit to insurance payment	22	23
Visits 3 months back: collected / open / written off	May: 96.0% / 3.3% / 0.7%	Apr: 97.3% / 1.6% / 1.2%

Cohort detail: May, 428 visits, $46,361.70 expected: $44,491.43 collected, $1,551.06 open (all patient balances), $319.21 written off. April, 423 visits, $45,351.80 expected: $44,119.23 collected, $706.49 open, $526.08 written off.

Where August's money came from
Paid by	Collected in August	Share
Medicare Part B	$9,091.54	20.2%
Medicare Advantage A	$1,994.52	4.4%
Medicare Advantage B	$1,281.32	2.8%
Commercial PPO A	$6,735.23	15.0%
Commercial PPO B	$4,244.28	9.4%
Commercial HMO C	$2,598.78	5.8%
Payer E (paper checks)	$4,829.37	10.7%
Medicare supplement plans	$1,589.68	3.5%
Patients: copays at the visit	$7,040.00	15.7%
Patients: after a statement	$5,553.91	12.4%
Total	$44,958.63	100.0%

A/R roll-forward
Line	Amount
Open A/R, Jul 31	$47,773.91
+ Expected from August visits	$47,282.26
(Charges $129,979.00 minus payer adjustments $82,696.74, which include Medicare sequestration of $205.27)
- Collected in August	$44,958.63
- Written off in August	$1,605.92
(Patient balances approved at the July review, posted Aug 3: 29 balances, 21 patients, $877.10. Denials lost after appeal: 6 claims, $728.82)
= Open A/R, Aug 31	$48,491.62

A/R at Aug 31, by who owes it
Owed by	0 to 30 days	31 to 60	61 to 90	91 to 120	Over 120	Total
Medicare Part B	$8,870.45	$401.57	$63.45	$0.00	$0.00	$9,335.47
Medicare Advantage	$3,316.56	$410.34	$80.98	$0.00	$0.00	$3,807.88
Commercial	$17,489.97	$2,252.61	$430.78	$0.00	$0.00	$20,173.36
Payer E	$4,604.86	$1,693.64	$164.06	$0.00	$0.00	$6,462.56
Medicare supplement plans	$533.16	$130.89	$29.47	$0.00	$0.00	$693.52
Patients	$456.70	$2,447.56	$2,287.24	$1,526.73	$1,300.60	$8,018.83
Net A/R, Aug 31	$35,271.70	$7,336.61	$3,055.98	$1,526.73	$1,300.60	$48,491.62

Denials received in August
Reason (CARC)	Claims	Amount at stake	Status at Aug 31
Coordination of benefits (22)	10	$800.38	9 sent, waiting on payer; 1 being prepared
Authorization absent (197)	9	$601.88	8 sent, waiting on payer; 1 being prepared
Missing information (16)	8	$727.24	6 sent, waiting on payer; 2 being prepared
Medical necessity (50)	3	$214.30	3 sent, waiting on payer
Visit limit reached (119)	1	$104.11	1 sent, waiting on payer
Total	31	$2,447.91	27 sent, 4 being prepared

Also resolved in August (denials from any month): 18 claims, 12 paid after appeal ($882.13), 6 written off (insurer share $666.03).

Visits by location and therapist
Location	Therapist	Visits	Units per visit	Expected	Expected per visit
North	PT 1	95	3.39	$9,457.73	$99.56
North	PT 2	135	3.59	$14,897.54	$110.35
North	PTA 1	33	3.48	$3,006.30	$91.10
North	Total	263	3.50	$27,361.57	$104.04
South	PT 3	118	3.58	$13,640.93	$115.60
South	PT 4	41	3.54	$4,647.08	$113.34
South	PTA 2	17	3.47	$1,632.68	$96.04
South	Total	176	3.56	$19,920.69	$113.19
Clinic	All	439	3.53	$47,282.26	$107.70

PTA rows show lower expected per visit because Medicare pays PTA-furnished services at 85% (CQ).

Work done in August
Work	Count	Done by
Eligibility checks before visits	457 scheduled visits	Software
Claims checked and sent	428 (3 with KX, 23 with CQ)	Software, checked by your billing team
Visits held for your input	20 (12 authorization, 5 coverage, 2 plan-of-care signature, 1 claim number)	You
Rejections fixed and re-sent	16	Your billing team
Insurance payments posted	52 payments covering 465 claim payments	Software
Appeals and corrected claims sent	33	Your billing team
Payer follow-ups on claims past 30 days	38	Your billing team
Patient statements	70 statements covering 105 balances, $2,913.60	Software
Patient balance calls	30 patients	Your billing team

What we needed from you at Aug 31 (all cleared by Sep 3): 3 authorizations (Commercial HMO C: Pt 2123, Pt 2147, Pt 2173) and 1 coverage question (Pt 2178).

Focus for September

Commercial PPO B and 97530: dispute the Aug 25 underpayment and check each PPO B payment until it pays what it allowed before.
Payer E: 9 claims over 30 days ($1,341.73, 6 patients) out of 45 open ($6,462.56). Your billing team is calling the payer on each.
Plans of care: 4 Medicare recertifications come due in September. Your billing team will remind the treating therapist before each date.

Questions: reply to this report. Definitions of every number are on the last page.

Last page

Definitions of every number

Visits billedVisits that produced a claim.
Count of claims by date of service (1 visit = 1 claim)
Where: Overview, report
Units, units per visitBilled units, timed and untimed.
Sum of units; divided by visits
Where: Overview, report
ChargesYour fee schedule times units.
Sum of line charges
Where: Trend, report
ExpectedWhat payers and patients should pay, based on what each payer allowed.
Allowed amount from the remittance, less Medicare sequestration; for a claim not yet paid, estimated from what that payer allowed before for the same code
Where: Everywhere
Payer adjustmentThe part of charges the payer does not allow (CARC 45), plus Medicare sequestration (CARC 253).
Charges - expected
Where: Report
SequestrationMedicare's 2% payment reduction, taken after the deductible and coinsurance (CARC 253).
Allowed x 80% - Medicare paid
Where: Payments, claim record
CollectedMoney posted in the period.
Insurance + supplement + patient payments posted
Where: Overview, Payments
Written offExpected money no longer pursued, with the reason.
Denials lost after appeal + patient balances you approved
Where: Payments, report
Write-offs above your limit need your approval.
Open A/RExpected money not yet collected, net of credits.
Previous A/R + expected - collected - written off
Where: Overview, A/R
Owed byWho owes the open balance now.
Payer until it decides; then supplement and patient shares move to them
Where: A/R
Aging bucketHow old the open balance is.
Days from date of service to today
Where: A/R
A/R over 90 daysShare of open balances on visits more than 90 days old.
Open on visits over 90 days ÷ net A/R
Where: Overview, A/R
Days in A/RHow many days of work are waiting to be paid.
Open A/R ÷ (expected value of visits in the last 90 days ÷ 90)
Where: Overview, report
We use expected amounts (what payers allowed) for both open A/R and daily revenue. MGMA's figures value A/R at gross charges, so its adjusted-charges figure reads higher than ours; no public benchmark uses exactly our basis.
Clean claim rateClaims accepted on first submission, with no clearinghouse or payer front-end rejection.
Accepted on first submission ÷ claims first submitted in the period
Where: Overview, report
Denial rateClaims denied on the payer's first decision.
Denied on first decision ÷ claims decided in the period
Where: Overview, report
Paid in full on first decisionClaims paid at the expected amount the first time.
Paid in full on first decision ÷ claims decided in the period
Where: Overview, report
UnderpaidPaid less than the payer allowed on earlier claims for the same code.
Amount the payer allowed before for the same code - amount paid, per line
Where: Board, Payments
Median days, visit to claim sentHow fast visits become claims.
Median of (first submission date - date of service)
Where: Overview, report
Median days, visit to insurance paymentHow fast payers pay clean claims.
Median of (payment date - date of service), claims paid in full on first decision
Where: Overview, report
Collected / open / written off on visits 3 months backWhat happened to one month's visits.
Each ÷ expected on that month's visits; the three add to 100%
Where: Overview, report
Needs youItems only your practice can clear.
Count of open asks
Where: Overview, Needs you
Held visitA visit that cannot be billed yet.
Claim waiting on your input
Where: Board, Needs you
Payment receivedOne electronic payment or check from one payer on one day.
Count
Where: Payments
Claim paymentOne claim paid inside a payment.
Count
Where: Payments
Credit balanceMoney a patient or payer paid beyond what is owed.
Negative balance
Where: A/R, Needs you
Plan of care certified throughLast day the physician-certified plan covers.
From the signed plan or recertification
Where: Patients
Visits authorizedVisits the plan approved.
From the authorization on file
Where: Patients
Therapy dollars this yearMedicare-allowed PT and speech dollars since Jan 1.
Running total from the claims we bill
Where: Patients
KX at $2,480 (2026); targeted review can apply above $3,000. Source: CMS, Therapy Services.

Spaces

Commercial PPO B: 97530 paid less than it allowed before30
Plans of care: recerts due3
Authorizations2
Payer E: over 30 days15
Medicare therapy threshold (KX)1
September patient statements63
Denials being worked38

Your billing team

Your billing team works this account and answers questions about it.

Not active in the sample.

Who does what

Software
Software, checked by your billing team
Your billing team
You

Claim recordSAMPLE DATAFictional clinic. Synthetic numbers.

Claim C-29498

Checking

Pt 2240 · Mon, Sep 28, 2026 · Visit 6 · PT 2 (North) · Medicare Part B

Open now $102.06

Lines on claim C-29498
Code	Service	Modifiers	Minutes	Units	Charge	Allowed	Expected
97116	Gait training	GP	32	2	$160.00	$49.36	$48.57
97112	Neuromuscular re-education	GP	16	1	$85.00	$29.89	$29.41
97110	Therapeutic exercise	GP	17	1	$75.00	$24.47	$24.08
Total			65	4	$320.00	$103.72	$102.06

Expected is the allowed amount less Medicare sequestration (2% of Medicare's payment, CARC 253).

Checks before the claim went out

6 of 6 passed

Passed: 65 timed minutes = 4 units under Medicare's 8-minute rule (53 to 67 minutes).Software
Passed: GP on every line.Software
Passed: No CQ: a physical therapist furnished the visit.Software
Passed: KX not needed: $612.40 of therapy this year before this visit, under $2,480.Software
Passed: Plan of care certified Sep 8 through Dec 6; this visit is covered.Software
Passed: Units within Medicare's daily limits (MUE).Software

Timeline

Who did what, and when

Mon Sep 28, 6:00 amSoftwareEligibility for the Sep 28 visit: Medicare Part B active, no supplement on file, $612.40 of therapy this year.
Mon Sep 28You (PT 2)Visit 6; note signed the same day.
Mon Sep 28, 5:40 pmSoftware, checked by your billing teamCharge review passed (checks above).
NextSoftwareClaim goes to Medicare Part B on Tue Sep 29.

Expected outcome

Allowed$103.72Charges $320.00

Medicare share$81.3280% less 2%

Sequestration$1.66CARC 253

Coinsurance$20.7420% of allowed

Payer adjustment$216.28CARC 45

Expected$102.06Open now $102.06

Expected split of the $103.72 allowed: Medicare $81.32; sequestration $1.66 (CARC 253); coinsurance $20.74, owed by the patient (no supplement on file). Expected $102.06.

Sample view with synthetic data. The client dashboard is planned; this shows what it will track.

Claim recordSAMPLE DATAFictional clinic. Synthetic numbers.

Claim C-29033

Needs you

Pt 2150 · Mon, Sep 28, 2026 · Visit 14 · PT 1 (North) · Medicare Part B + supplement

Open now $109.56

Lines on claim C-29033
Code	Service	Modifiers	Minutes	Units	Charge	Allowed	Expected
97530	Therapeutic activities	GP	30	2	$180.00	$60.12	$59.15
97110	Therapeutic exercise	GP	12	1	$75.00	$24.47	$24.07
97112	Neuromuscular re-education	GP	14	1	$85.00	$26.75	$26.34
Total			56	4	$340.00	$111.34	$109.56

Expected is the allowed amount less Medicare sequestration (2% of Medicare's payment, CARC 253).

Checks before the claim went out

5 of 6 passed

Passed: 56 timed minutes = 4 units under Medicare's 8-minute rule (53 to 67 minutes).Software
Passed: GP on every line.Software
Passed: No CQ: a physical therapist furnished the visit.Software
Passed: KX not needed: $1,314.10 of therapy this year before this visit, under $2,480.Software
Held: Plan of care certified through Sep 24; this visit is after that date. Held until the recertification is signed.You
Passed: Units within Medicare's daily limits (MUE).Software

Timeline

Who did what, and when

Fri Sep 25, 6:05 amSoftwareEligibility for the Sep 28 visit: Medicare Part B active, supplement on file.
Mon Sep 28You (PT 1)Visit 14; note signed the same day.
Mon Sep 28, 5:40 pmSoftware, checked by your billing teamCharge review held the claim: plan of care certified through Sep 24. Added to Needs you for PT 1.
NextYou (PT 1)Get the recertification signed by the referring physician before the Sep 30 visit.

Expected outcome

Allowed$111.34Charges $340.00

Medicare share$87.2980% less 2%

Sequestration$1.78CARC 253

Coinsurance$22.2720% of allowed

Payer adjustment$228.66CARC 45

Expected$109.56Open now $109.56

Expected split of the $111.34 allowed: Medicare $87.29; sequestration $1.78 (CARC 253); coinsurance $22.27 to the supplement plan. Expected $109.56. Held until the recertification is signed.

Sample view with synthetic data. The client dashboard is planned; this shows what it will track.

Claim recordSAMPLE DATAFictional clinic. Synthetic numbers.

Claim C-28884

Being recovered

Pt 2125 · Mon, Aug 17, 2026 · Visit 9 · PT 3 (South) · Medicare Part B + supplement

Open now $106.48

Lines on claim C-28884
Code	Service	Modifiers	Minutes	Units	Charge	Allowed	Expected
97110	Therapeutic exercise	GP	28	2	$150.00	$46.10	$45.36
97530	Therapeutic activities	GP	26	2	$180.00	$62.12	$61.12
Total			54	4	$330.00	$108.22	$106.48

Expected is the allowed amount less Medicare sequestration (2% of Medicare's payment, CARC 253).

Checks before the claim went out

6 of 6 passed

Passed: 54 timed minutes = 4 units under Medicare's 8-minute rule (53 to 67 minutes).Software
Passed: GP on every line.Software
Passed: No CQ: a physical therapist furnished the visit.Software
Passed: KX not needed: $874.50 of therapy this year before this visit, under $2,480.Software
Passed: Plan of care certified Jul 20 through Oct 17; this visit is covered.Software
Passed: Units within Medicare's daily limits (MUE).Software

Timeline

Who did what, and when

Fri Aug 14, 6:05 amSoftwareEligibility for the Aug 17 visit: Medicare Part B active, supplement on file.
Mon Aug 17You (PT 3)Visit 9; note signed the same day.
Mon Aug 17, 7:40 pmSoftwareCharge review passed (checks above).
Tue Aug 18, 5:30 pmSoftwareClaim sent to Medicare Part B.
Wed Aug 19SoftwareAccepted by the payer (277CA).
Tue Sep 8, 8:05 amSoftwareMedicare denied the claim: missing information (CARC 16). The referring physician's NPI on the claim did not match Medicare's records.
Thu Sep 10Your billing teamConfirmed the referring physician's NPI with your front desk.
Thu Sep 17Your billing teamCorrected claim sent to Medicare Part B.
NextYour billing teamWaiting on the decision on the corrected claim. If Medicare is late, your billing team follows up.

Expected outcome

Allowed$108.22Charges $330.00

Medicare share$84.8480% less 2%

Sequestration$1.74CARC 253

Coinsurance$21.6420% of allowed

Payer adjustment$221.78CARC 45

Expected$106.48Open now $106.48

Expected split of the $108.22 allowed once Medicare pays the corrected claim: Medicare $84.84; sequestration $1.74 (CARC 253); coinsurance $21.64 to the supplement plan. Expected $106.48.

Sample view with synthetic data. The client dashboard is planned; this shows what it will track.

Claim recordSAMPLE DATAFictional clinic. Synthetic numbers.

Claim C-28941

Secondary plan

Pt 2137 · Tue, Sep 8, 2026 · Visit 15 · PTA 1 (North) · Medicare Part B + supplement

Open now $17.62

Lines on claim C-28941
Code	Service	Modifiers	Minutes	Units	Charge	Allowed	Expected
97140	Manual therapy	GP CQ	30	2	$156.00	$36.58	$36.00
97530	Therapeutic activities	GP CQ	15	1	$90.00	$28.82	$28.35
97112	Neuromuscular re-education	GP CQ	17	1	$85.00	$22.71	$22.35
Total			62	4	$331.00	$88.11	$86.70

Expected is the allowed amount less Medicare sequestration (2% of Medicare's payment, CARC 253).

Checks before the claim went out

7 of 7 passed

Passed: 62 timed minutes = 4 units under Medicare's 8-minute rule (53 to 67 minutes).Software
Passed: GP on every line.Software
Passed: CQ on every line: a PTA furnished the visit. Medicare pays these lines at 85%.Software
Passed: KX not needed: $1,298.63 of therapy this year before this visit, under $2,480.Software
Passed: Plan of care certified Jul 15 through Sep 23; this visit is covered.Software
Passed: 97140 with 97530 on the same day: no Medicare code-pair edit since 2020, so no 59 or X modifier.Software
Passed: Units within Medicare's daily limits (MUE).Software

Timeline

Who did what, and when

Fri Sep 4, 6:05 amSoftwareEligibility for the Sep 8 visit: Medicare Part B active, supplement on file.
Tue Sep 8You (PTA 1)Visit 15; note signed the same day.
Tue Sep 8, 7:40 pmSoftwareCharge review passed (checks above).
Wed Sep 9, 5:30 pmSoftwareClaim sent to Medicare Part B.
Thu Sep 10SoftwareAccepted by the payer (277CA).
Fri Sep 25, 8:05 amSoftwareMedicare paid $69.08: payer adjustment (CARC 45) including the multiple procedure reduction (CARC 59); sequestration (CARC 253) $1.41; coinsurance $17.62; claim forwarded to the supplement plan (remark MA18).
NextSoftwareWaiting on the supplement plan. If the supplement plan is late, your billing team follows up.

Outcome

Allowed$88.11Charges $331.00

Medicare paid$69.0880% less 2%

Sequestration$1.41CARC 253

Coinsurance$17.6220% of allowed

Payer adjustment$242.89CARC 45

Expected$86.70Open now $17.62

Split of the $88.11 allowed: Medicare paid $69.08; sequestration $1.41 (CARC 253); coinsurance $17.62, billed to the supplement plan by crossover; patient $0.00. Payer adjustment $242.89 (CARC 45, including the multiple procedure reduction) plus $1.41 (CARC 253). Expected $86.70.

Sample view with synthetic data. The client dashboard is planned; this shows what it will track.

FIG. 1Sample client dashboard. Synthetic data (6 therapists, several part time, 2 locations). The client dashboard is planned; this shows what it will track. Numbers are not Mohenara results. Example: a fictional physical therapy clinic.

What is part of the service today

The month-end report is how you see your numbers today. The dashboard above shows what the planned client dashboard will track.

What is part of the service today
What you get	Status
Month-end report	Part of the service
Client dashboard	Planned

Every number, defined

Each number in the sample, what it means and how it is calculated. The same definitions close every month-end report.

TABLE 1.Metric dictionary
Metric	What it means	How it is calculated	Where it shows	Note
Visits billed	Visits that produced a claim	Count of claims by date of service. One visit is one claim.	Overview, report
Units, and units per visit	Billed units, timed and untimed	Sum of units; then divided by visits	Overview, report
Charges	Your fee schedule times units	Sum of line charges	Trend, report
Expected	What payers and patients should pay, based on what each payer allowed	The allowed amount from the remittance, less Medicare sequestration. For a claim not yet paid, estimated from what that payer allowed before for the same code.	Every view
Payer adjustment	The part of charges the payer does not allow, plus Medicare sequestration	Charges minus expected. Remittances show these as claim adjustment reason codes (CARC) 45 and 253.	Report
Sequestration	Medicare's payment reduction, taken after the deductible and coinsurance	What Medicare would pay before the reduction, minus what it paid (CARC 253)	Payments, claim record
Collected	Money posted in the period	Insurance, supplement and patient payments posted	Overview, payments
Written off	Expected money no longer pursued, with the reason	Denials lost after appeal, plus patient balances you approved	Payments, report	Write-offs above a limit you set need your approval.
Open accounts receivable (A/R)	Expected money not yet collected, net of credits	Last month's open A/R, plus expected, minus collected, minus written off	Overview, A/R aging
Owed by	Who owes the open balance now	The payer until it decides; then the supplement and patient shares move to them	A/R aging
Aging bucket	How old the open balance is	Days from the date of service to today	A/R aging
A/R over 90 days	Share of open balances on visits more than 90 days old	Open balances on visits over 90 days, divided by net A/R	Overview, A/R aging
Days in A/R	How many days of work are waiting to be paid	Open A/R divided by the average daily expected value of visits in the last 90 days	Overview, report	We use expected amounts (what payers allowed) for both open A/R and daily revenue. MGMA's figures value A/R at gross charges, so its adjusted-charges figure reads higher than ours; no public benchmark uses exactly our basis.
Clean claim rate	Claims accepted on first submission, with no clearinghouse or payer rejection	Accepted on first submission, divided by claims first submitted in the period	Overview, report	Corrected claims are not counted as first submissions.
Denial rate	Claims denied on the payer's first decision	Denied on first decision, divided by claims decided in the period	Overview, report	Denials that only move the balance to the patient are not counted.
Paid in full on first decision	Claims paid the expected amount the first time	Paid in full on first decision, divided by claims decided in the period	Overview, report
Underpaid	Paid less than the payer allowed on earlier claims for the same code	What the payer allowed before for the same code, minus the amount paid, per line	Claims board, payments
Median days, visit to claim sent	How fast visits become claims	Median days from the date of service to the first submission	Overview, report
Median days, visit to insurance payment	How fast payers pay clean claims	Median days from the date of service to payment, for claims paid in full on first decision	Overview, report
Collected, open and written off on visits three months back	What happened to one month's visits	Each divided by expected on that month's visits; the three add up to the whole	Overview, report
Needs you	Items only your practice can clear	Count of open requests	Overview, needs you
Held visit	A visit that cannot be billed yet	A claim waiting on your input	Claims board, needs you
Payment received	One electronic payment or check from one payer on one day	Count	Payments
Claim payment	One claim paid inside a payment	Count	Payments
Credit balance	Money a patient or payer paid beyond what is owed	A negative balance	A/R aging, needs you
Plan of care certified through	The last day the certified plan of care covers	From the signed plan or recertification	Patients
Visits authorized	Visits the insurance plan approved	From the authorization on file	Patients
Therapy dollars this year	Medicare-allowed physical and speech therapy dollars since January 1	Running total from the claims we bill. Medicare's eligibility response also reports dollars used at other clinics.¹	Patients	Medicare asks for the KX modifier above $2,480 of physical and speech therapy in a year (2026); targeted review can apply above $3,000.²

Why the numbers add up

Every total in this sample equals its rows, and each month's open accounts receivable (A/R) rolls forward: last month's balance, plus what was expected, minus what was collected and written off. The build checks every one of these identities each time the site is published. Three of them, from the sample:

Open accounts receivable (A/R) on Sep 28: $48,491.62 open on Aug 31, plus $38,018.35 expected, minus $42,072.17 collected, minus $1,434.69 written off.
$43,003.11
SAMPLE DATASample data. Example: a fictional physical therapy clinic.
The same open A/R, by stage on the claims board: $2,439.88 checking, $849.03 needs you, $28,719.34 with payer, $3,932.09 being recovered, $539.73 secondary plan and $6,523.04 patient balance.
$43,003.11
SAMPLE DATASample data. Example: a fictional physical therapy clinic.
Collected Sep 1 to 28: $32,302.76 from insurance companies, $1,715.92 from supplement plans and $8,053.49 from patients.
$42,072.17
SAMPLE DATASample data. Example: a fictional physical therapy clinic.

What the dashboard will never do

Never

Move money.
Hide a write-off.
Show a number without its definition.
Call a sample a result.

Questions about what you will see

What was billed, what was paid and adjusted, what is still owed by insurance company and by age, denials by reason, every write-off with its reason and who approved it, and what we need from you.

Every open item has an owner and a date.

It is planned, not live. The samples on this site show what it will track, using a fictional clinic and synthetic numbers. The month-end report is part of the service.

No. It is a fictional physical therapy clinic with synthetic numbers. Patients appear as numbers only, and every total adds up.

Yes. Every write-off appears in your month-end report with its reason and who approved it.

Next question: who does the work?

Where software does the checking, and where a person on your billing team decides.

How we use AI

What you will see, shown with sample data

Claim C-29498

Claim C-29521

Claim C-29603

Claim C-29565

Claim C-29033

Claim C-29381

Claim C-29598

Claim C-28471

Claim C-29036

Claim C-28884

Claim C-28747

Claim C-29385

Claim C-29137

Claim C-29395

Claim C-28941

Claim C-28832

Claim C-28016

Claim C-26621

What is part of the service today

Every number, defined

Why the numbers add up

What the dashboard will never do

Never

Questions about what you will see

Next question: who does the work?

Notes

What you will see, shown with sample data

Never

What is in the month-end report?+

Is there a dashboard?+

Is the sample dashboard a real clinic?+

Will I see every write-off?+

Notes