Troubleshooting Balancing Issues

If your reports do not balance, there are several steps you should take to troubleshoot the possible causes.

Run the System Data Maintenance Reports: Certain errors found on this report specifically state, “This affects reporting” and should be forwarded to NextGen Healthcare client support for assistance in resolving the error.

Encounter vs. Invoice: Charges entered on Encounters and charges entered on Invoices report differently on various reports. Check that both Encounters and Invoices are included on each report.

Date Filtering: When balancing multiple reports, make sure the date filter on the Filter1 tab is consistent on each report. For example: Create Date, Service Date, Process Date, Transaction Date, Post Date.

Charge Process Date and Batch Process Date Override: If users have security to override the Process Date on charges and/or transactions, it is possible that dates were overridden inadvertently.

Auto-Adjustments (from Contracts and Sliding Fee Schedules): Auto-adjustments are marked with the Process Date of the day they are created. If the charge has the process date overridden to a prior financial period, the charge and the adjustment are not reported in the same period. Many of the reports (including the accounts receivable reports) are “charge-based”, which means that if the charge is not on the report, then the adjustments attached to that charge also do not appear on the report.

Encounter Status: Depending on the reports to be balanced it may be necessary to include encounters in Bad Debt and/or History status, particularly if trying to balance reports from previous financial periods.

Report Filters: Check all report filter tabs to ensure that data is consistently being included/excluded.