Accounts Receivable Dashboard

The Accounts Receivable (AR) Dashboard provides practices a single, streamlined view of all outstanding insurance and patient balances. No more juggling multiple reports—this dashboard delivers meaningful aging indicators, billing performance insights, and actionable data to help practices prioritize collections and improve cash flow.

How to Access the Dashboard:

From the practice management feature of Encompass, select Reporting and then Analytics and Insights. From the left- menu, select Accounts Receivable. The dashboard opens.

With this dashboard, you can:

  • View all receivables in one place, bringing insurance and patient balances into one streamlined workspace for clearer financial visibility.

  • Spot aging trends quickly across carriers, plans, patients, and locations to identify delays and emerging issues before they impact cash flow.

  • Assess collection risk and prioritize actions by reviewing balances in aging buckets.

  • Prioritize insurance followup using sortable details like carrier, plan, days outstanding, amount, and claim status.

  • Streamline patient collections by organizing receivables by days outstanding, balance due, and order status.

  • Optimize operations by comparing receivable health across locations.

  • Export data to CSV for tracking of followup actions and further analysis.

Check out this video:

Summary: A complete practice-wide view of all outstanding receivables. This includes every location, and every balance from both Billing and POS. Use this tab if you want a high‑level snapshot for leadership reporting or operational oversight.

AR By Location: Compare AR performance across individual locations. This is especially useful for business owners or managers tracking multi-site performance.

AR By Carrier: Review and compare insurance receivables by carrier. Shows which carriers owe you money, how long balances have aged, and where follow‑up should be targeted.

Claims Worklist: A detailed, actionable list of outstanding insurance claim balances that require action. Y

AR by Patient: A complete view of what each patient owes, across both Billing and POS.

  • Total Outstanding: The total amount of outstanding receivables, including balances from both insurance and patients.

  • Average Aging: The average number of days receivables have remained unpaid, measured from each claim’s order date up to today.

  • Outstanding Receivables Breakdowns

    • On-Time/Overdue

      • On-time: Receivables aged 1–60 days, considered within the normal payment window.

      • Overdue: Receivables aged more than 60 days, indicating delayed payment and higher collection risk.

    • Carrier/Patient

      • Carrier: Total amount owed from insurance carriers.

      • Patient: Total amount owed directly by patients.

  • Aging Categories (based on order date)
    Receivables grouped by the number of days outstanding, measured from today and calculated using the order date: 1–30, 31–60, 61–90, 91–120, and 120+ days.

Most charts on the dashboard are interactive and you can use the filters to create different views of the data.

For example, when you select “Carrier” in the Outstanding Breakdown chart, the systems updates all other charts to show only Insurance Carrier receivables.

In addition to interactive chart filters, you can use the following drop‑down filters to further refine the dashboard:

  • Location: Filter the dashboard to one or more physical practice locations.

  • Outstanding Status: Filter by the timeliness of the receivables:

  • On Time: Receivables aged 1–60 days, within the normal payment window.

  • Overdue: Receivables aged more than 60 days, indicating elevated collection risk.

  • Aging bucket: select any combination of aging buckets (1–30, 31–60, 61–90, 91–120, etc..) to focus on specific aging ranges

  • Debtor Type: Filter balances by whether the amount is owed by the carrier or owed by the patient.

  • Source: Filter receivables based on their originating module:

    • Billing: Includes all balances from the Billing module (both patient and carrier receivables).

    • POS: Includes balances from the front‑office POS module only (patient receivables only).

  • Carrier Name: Filter by the insurance carrier associated with the claim.

  • Plan Name: filter by a specific plan used on the claim.

  • Claim Status: Filter claims based on one or more status values. A single claim may have multiple statuses because each line item can have its own status.

  • Order Status: Filter by the status of the sales order. Available for patient balances only.

  • Credit Balances: Filter the data to Include or Exclude claim credits and over-payments

  • Balance Due: Adjust a minimum and/or maximum outstanding balance to isolate claims within a specific dollar range.

  • Days Outstanding: Adjust a minimum and/or maximum days outstanding value, calculated from the claim’s order date.

Summary: Includes any claim or order with a non‑zero balance, including credits and overpayments.

  • Key Rules & Clarifications

    • Daily Data Refresh: Data is refreshed once per day and does not include updates made during the current calendar day.

    • Days Outstanding Calculation: Days outstanding is calculated from the claim’s order date through today.

  • Attribution Rules

    • Location Attribution: Balances are attributed to the location where the order was originally created.

This dashboard replaces the Aged Claims Report, Total Patient Accounts Receivable Aging Report, and the Billing Outstanding Balance Report. If you need to compare results with any of these legacy reports, the instructions below will guide you through the process.

Aged Claims Report (GB106)

The Aged Claims Report is similar to the Accounts Receivable Dashboard, but the dashboard includes both POS and billing balances, while the Aged Claims Report includes billing only. To match the two, POS balances must be excluded from the AR Dashboard.

Align the reports by setting the filters:

Aged Claims Report

  • Cutoff Date: Set to yesterday’s date.
    Small differences may appear when comparing dashboards to legacy reports due to data refresh timing. Setting the legacy report to yesterday usually resolves this, but dashboard update times can vary.

Accounts Receivable Dashboard

  • Credit Balances: Set to Include.

  • Summary and Locations Tabs

  • Aged Claims:

    • Aging Type: set to ALL

  • AR Dashboard

    • Source Filter: set to Billing only.

  • AR By Carrier Tab

  • Aged Claims:

    • Aging Type: set to Carrier Only

  • Claims Worklist Tab

    • Aged Claims:

      • Aging Type: set to Carrier Only

  • By Patient Tab

    • Aged Claims:

      • Aging Type: set to Patient Only

  • AR Dashboard

    • Source Filter: set to Billing only.

Total Patients Accounts Receivable Aging Report

The Total Patients Accounts Receivable Aging (TPAC) report contains patient balances from POS only. The Accounts Receivable (AR) dashboard covers insurance receivables and patient balances from both POS and billing.

To align the two reports set the filters:

  • TPAC Report

    • Cutoff Date: set to yesterday’s date.
      Small differences may appear when comparing dashboards to legacy reports due to data refresh timing. Setting the legacy report to yesterday usually resolves this, but dashboard update times can vary.

  • AR Dashboard

    • Source Filter: select “POS” only.

A Notable Difference in the data:

  • TPAC behavior: The report only shows transactions from the original office. If a balance is paid at a different location, the report may still show a balance even though it is actually $0.

  • AR Dashboard behavior: The AR Dashboard counts payments from any location. Balances drop to $0 once paid, regardless of where the payment is made. The AR remains tied to the location where the order was created.

Billing Outstanding Balance Report

The Billing Outstanding Balance report can be replaced by the more flexible AR By Carrier tab of the Accounts Receivable (AR) dashboard. However, the AR dashboard shows carrier balances without limitation on date.

To align the two reports set the filters accordingly:

  • Billing Outstanding Balance Report

    • Start Date: set to the day your practice started on Encompass or earlier.

    • End Date: set to yesterday.
      Small differences may appear when comparing dashboards to legacy reports due to data refresh timing. Setting the legacy report to yesterday usually resolves this, but dashboard update times can vary.