What We Need From You
You said yes to a free A/R audit. Here's exactly what to send, in plain English — and what to do if you can't find it.
The honest version of what this is: we look at your billing numbers and tell you what's recoverable. It takes 5–7 business days once we have your reports. You keep the findings whether or not you ever work with us. There is no invoice at the end of this.
You do not need to know what any of these reports are called. That's the whole reason this page exists. If you get stuck at any point, stop and call us on (727) 580-8186 — we would much rather spend ten minutes on the phone than have you spend an hour hunting.
Start here: the four numbers
If you send nothing else, send these. They're enough for us to start.
- 1Days in A/R, practice-wide, as of month end
- 2Percent of A/R over 90 days
- 3First-pass acceptance rate for last month — and whether that's payer acceptance or paid
- 4The denial log for last month, by reason code
Raw export is fine. No formatting, no cleanup, no spreadsheet work. A screenshot of a report on your screen is genuinely fine.
Most people can get all four from one screen. If yours makes it hard, skip to Can't find it? — that section is written for exactly that moment.
The full list
More reports mean a sharper audit. Everything here is optional — send what you can get without it becoming a project.
1. A/R aging summary, by payer
No patient info- Usually called:
- "A/R Aging Summary", "Insurance Aging", "Aged Receivables", "Aging by Payer"
- What it shows:
- Buckets — 0–30, 31–60, 61–90, 90–120, 120+ days — with a total per payer.
- What it tells us:
- Where your money is stuck, and with whom.
2. A/R aging detail (claim level)
Contains patient info- Usually called:
- "A/R Aging Detail", "Open Claims Report", "Outstanding Claims"
- What it shows:
- One row per unpaid claim — date of service, CPT, charge, payer, days outstanding.
- What it tells us:
- Which specific claims are recoverable. This is the report that turns "you have money in A/R" into "here is what we can actually go get."
3. Charges, payments and adjustments by month
No patient info- Usually called:
- "Financial Summary", "Practice Analysis", "Charges and Receipts", "Month-End Summary"
- What it shows:
- Three columns per month — what you billed, what you collected, what you wrote off — for the last 12 months.
- What it tells us:
- Whether the problem is getting better or worse, and how much is quietly leaving as write-offs.
4. Denial and rejection log
May contain patient info- Usually called:
- "Denial Report", "Rejection Report", "Claim Status Report", "ERA Denials"
- What it shows:
- Denials by reason code, last 3–6 months, ideally showing which were reworked.
- What it tells us:
- Whether you have a coding problem, an eligibility problem, or a follow-up problem. Those need completely different fixes, and this is what tells them apart.
5. Clearinghouse rejection report
May contain patient info- Usually called:
- The rejection or "scrubber" report from whoever sits between you and the payers
- What it tells us:
- Claims that never reached the payer at all. These are invisible inside your practice management system, which is exactly why they get missed — and it is frequently where we find the fastest money.
6. Payer mix
No patient info- Usually called:
- "Payer Mix", "Insurance Analysis", "Top Payers by Volume"
- What it tells us:
- Who you actually depend on, so we prioritise the payers that matter to you.
7. CPT frequency
No patient info- Usually called:
- "CPT Utilization", "Procedure Frequency", "Production by Code"
- What it shows:
- Each CPT code and how often you billed it, last 12 months.
- What it tells us:
- Whether the codes you are billing match the work you are doing.
8. Unapplied and unposted payments
May contain patient info- Usually called:
- "Unapplied Payments", "Unposted Cash", "Credit Balances", "Suspense"
- What it tells us:
- Money you have already been paid that was never applied to a claim. It is real cash, it is usually the fastest to recover, and almost nobody looks at it.
9. Credentialing / enrollment status
No patient info- Usually called:
- Your payer enrollment list, or whatever spreadsheet the office keeps
- What it tells us:
- Whether some denials are simply "you were not enrolled yet" — a paperwork fix, not a billing one.
10. Fee schedule / charge master
No patient info- Usually called:
- "Fee Schedule", "Charge Master", "Standard Charges", "Price List"
- What it tells us:
- Whether your charges are set high enough that you are not leaving contracted money on the table.
Can't find it? Read this.
This is normal. Report names differ between systems, and between versions of the same system.
- 1
Look under Reports
In nearly every system the reports live under a top-level Reports menu, then a section called Financial, Billing, Accounting, or Insurance. The A/R aging report is almost always in there, often first.
- 2
Search for the word "aging"
Most systems have a search box on the reports screen. Typing "aging" finds the single most important report by itself. Try "denial", "unapplied" and "utilization" the same way.
- 3
Ask your software vendor — copy the email below
You do not have to figure this out yourself. Your system’s support team does this every day. Send them the message below and forward us whatever they reply with.
Subject: Standard financial report exports Hi — I need to export a few standard reports from our system and I'm not sure which report names correspond to what I'm after. Could you tell me which report to run, and how to export it to Excel or PDF, for each of these? 1. A/R aging summary by payer, with 0-30 / 31-60 / 61-90 / 90-120 / 120+ buckets 2. A/R aging detail at the individual claim level 3. Charges, payments and adjustments by month for the last 12 months 4. Denials by reason code for the last 6 months 5. Unapplied or unposted payments 6. Procedure (CPT) frequency for the last 12 months Our system is ______________. Thank you.
A note on the common systems
Whichever you use — athenahealth, eClinicalWorks, AdvancedMD, Tebra/Kareo, DrChrono, NextGen, Practice Fusion, Office Ally, CollaborateMD, ChiroTouch, ModMed, WebPT, Jane — all of them can produce every report on this list. The menus differ; the reports exist. Exact names and locations move between versions, which is why the email above is more reliable than any click-path we could print here.
If an outside company does your billing
They hold these reports, and your agreement almost certainly entitles you to them. A short request works: “Please send me our A/R aging summary and detail as of month end, our denial report for the last six months, and our unapplied payments report.” You don't need to explain why, and you don't need to tell them you're getting a second opinion.
How to send it — three ways, your choice
Some of these reports have patient names on them. That makes them protected health information, and it changes how they should travel.
Regular email is not a safe way to send patient data — that is true of any practice's email, not a comment on yours. Pick whichever of these suits you. They are all fine with us.
Secure upload link
We send you a private upload link. You drag the files in. No account, no password to create, nothing to install. The link is yours alone and expires. Use this for anything, including the reports with patient names.
Start with the no-patient-data reports
Send only the reports marked "No patient info" above. There is no patient data in those, so ordinary email is fine and we can start immediately. It is enough to size the opportunity and tell you where the problem is.
BAA first, then your own secure channel
A Business Associate Agreement is the standard HIPAA contract between a practice and a vendor handling patient data. We sign one before any identified data changes hands — that is our policy whichever option you pick, and it costs you nothing.
Whichever you pick: you never need to give us a login to your system, and you never need to share your own password with anyone. If someone asks you to do either, that's a red flag — including if it's us.
What happens next
- 1
We confirm we can read your files
Usually same day. If something is missing or unreadable we tell you immediately rather than going quiet.
- 2
We do the work
5–7 business days from when your reports land.
- 3
We walk you through it live
A real conversation, in plain English, showing what is recoverable and why. Not a PDF dropped in your inbox.
- 4
You decide
If you want us to recover it, that work is contingency-based — we are paid a percentage of what we actually collect, so if we recover nothing you pay nothing. If you would rather take the findings to your current biller, take them. They are yours either way.
Questions people actually ask
Is it really free?
What if you find nothing?
Will you contact my patients?
Will my current biller find out?
How much of my time does this take?
Do I have to send everything on the list?
Stuck on any of the above? Call (727) 580-8186 or email jacob@claimcarepro.com.