How do I use the AR Pivot Table?
For many clinics, AR will be the most valuable Pivot Table in KelaPro. The AR Pivot Table allows you to sort and filter the total amount due on the claim by payee, aging, provider, created date, last date of service, and by the first hold code (Hold Code 1) entered on the claim. Filter the data to focus on old (over 120 days) receivables and further analyze the data by payee, provider, and more. Once you have the Pivot Table the way you want it, double click on any value in the Pivot Table to drill down to the detail. Excel will create a new tab in the spreadsheet with the supporting detail behind the value you chose. Please note that Lytec does not allow users to specifically designate who is responsible for a given claim, so calculations of who is currently responsible for a given claim are only estimates based on the codes that have been entered. Aging is calculated based on the date the claim was created (Created Date Aging) or the last date of service on a claim (Last DOS Aging). The system does not restart the aging calculation when a claim is billed to a different payer (secondary insurance, patient, a corrected primary insurance, etc.)
What does the Collections Pivot Table show me?
Collections tracks the payments received by the practice and recorded in Lytec. You can sort and filter collections by the date the payment was received or entered into Lytec, by provider, patients' city, state, or zip, facility, location, referring physician, diagnosis code and description, payer, patient type, patient code, and more.
The Pivot Table also includes CPT code, billed charge, and date of service (DOS) for the payments. Please note that this information is only accurate to the extent that the practice carefully and accurately records each payment toward the appropriate billed charge. If you see blank lines in the CPT code, billed charge, and/or date of service fields, that is most likely because the payment was not tied to a specific billed charge in Lytec.
How can I use the Billed Charges Pivot Table?
Billed Charges tracks billed charges recorded in Lytec. Billed Charges gives you a great way to analyze how much was charged by provider, date of service, patients' city, state, or zip, by primary insurance, diagnosis code, referring physician, facility, location, place of service, patient code and patient type. Organizing the Pivot Table by primary insurance is a great way to analyze a practice's payer mix. Would you like to know which providers are working the most and billing the most codes? Watch Excel Video 11 to learn how to count instead of sum the billed charges. Counting billed charges may help you analyze productivity by provider over time. You can add modifiers to the Pivot Table to analyze modifier usage or analyze coding patterns by location from the Billed Charges Pivot Table.
What is the Allowed Pivot Table for?
Please note that this information is only accurate to the extent that the practice carefully and accurately records each payment toward the appropriate billed charge. Allowed compares the amount of write offs on a given CPT code to the billed charge on that code. This information can be sorted and filtered by date, primary insurance, provider, location, facility, referring physician, and diagnosis, patients' city, state or zip, as well as the primary insurance policy number and ID.
Many clinics that start using KelaPro recognize a variety of data has been inconsistently input in the past. Once charges, EOBs, patients, insurance carriers, etc. are input the same way each time, KelaPro becomes much more powerful. Once you’re consistent, the Allowed Pivot Table is a very powerful way to look at reimbursement by CPT code and by primary insurance carrier. You can easily format this Pivot Table to find your top CPT codes, your top primary insurance carriers, and then compare reimbursement on the CPT codes by carrier. If reimbursement by primary insurance varies for the same CPT code, add the patients' primary insurance policy number or the patients' primary insurance ID to your analysis to dig deeper and understand differences in amounts allowed on claims. Contracting and reimbursement discussions with carriers will go much better with this kind of information to back you up.
What does the EM Pivot Table show me?
EM shows you all of your Evaluation and Management visits by date, provider, location, facility, referring physician, diagnosis, primary insurance, patients' city, state, and zip, age on date of service, CPT code, the level of the CPT code (the last digit of the CPT code), the place of service, patient code, and patient type. You can easily filter for new patients and get a tremendous amount of information about where those patients are coming from. You can also compare new patients and established patients by provider to analyze physician workloads, practice growth, coding levels, and much more.
How can I use the Appointments Pivot Table?
Appointments shows you appointments recorded in Lytec, including the date, time, appointment length, patient, scheduled provider, resource, reason, procedure code, notes, status, and more. The Appointments table is much more valuable if clinics link the appointment to a Lytec patient so that KelaPro can also report patient related information, such as the patient's primary insurance, patient type, and patient code. If the appointment is linked to a patient, KelaPro can also look to see if it can find a claim for the appointment date to help ensure appointments are billed in Lytec.
As clinics consistently record information about appointments, KelaPro can help understand what day of the week, what providers, or what types of appointments have the highest rates of no-shows and point to possible solutions to the problem. Future appointments can also be analyzed to help clinics manage patient demand by provider or by resource.
What can I do with the Demographics Table?
The Demographics table tracks demographic information about the patients in a practice, including a patient's name, address, city, state, zip, phone numbers, email addresses, birth date, gender, employer information, provider, insurance carriers, marital status, last visit, and more. Practices can pivot this data to see how many patients come from a given city, zip code, employer, primary insurance carrier, and more.
Practices can also use the demographic information to do mail merges, extract email addresses, and other marketing related activities. You may also find it very helpful to combine demographic information with the Billed Charges or EM tables to discover how long it's been since the practice has seen a patient for a given CPT code, like an annual physical. That report can include patients' addresses, phone numbers, and email addresses to make contacting those patients easier.
What information can I get out of the Lag Days Pivot Table?
Lag Days tracks how long it takes between the time a provider rendered services (based on the last date of service on a claim) and the claim is submitted. The Pivot Table makes two separate calculations to help practices focus on lag days and improve their revenue cycle. Lag Days is calculated by comparing the date the claim was first billed (First Billed Date) to the last date of service (Last DOS) on a claim. Submission lag is the difference between the date the claim was first entered into Lytec (First Entry Date) and the date the claim was first billed (First Billed Date). You can sort and filter based on primary insurance, provider, facility, and location.
What is the Billing Detail Pivot Table?
Billing Detail looks at the detail of each line on your claims. DOS is the date of service for billed charges, or the date of payment/adjustment for those lines. You can track all of your detailed claim activity by the date, amount, CPT code, patient, provider, diagnosis code/description, transaction code (what was entered in Lytec when the line was created), transaction description, and transaction type. This Pivot Table is a great way to get to the raw detail behind your claims.
What is the WO Detail Pivot Table?
This Pivot Table shows you all of the transaction codes that were entered when a claim was written off, the date of the write off, the date the claim was created, the provider, and the amount of the write off. Many clinics will find it helpful to pivot this information to better understand what’s been written off and why. You may find it helpful to exclude contractually required write offs and focus on other write offs, such as bad debts, accounts sent to collections, etc.
What are the Fee Schedules for?
The Default Fee Schedule is an easy way to download your entire fee schedule to Excel for analysis. The Fee Schedule is an easy way to download your contracted payer rates into Excel for analysis. You may find it helpful to download your reimbursement rates from major payers, like the current Medicare Physician Fee Schedule, to compare reimbursement to your billed charges and to watch for CPT codes with a fee that may be either too low or too high.