Use TheraNest reports to understand your practice

Start with the reports you already have

TheraNest documents detailed attendance with filters including staff member, session type, payer, referral, appointment status, note signature and billing status. It also describes missing-progress-note, daily-billing and invoice-aging reports, with Excel exports available for further analysis.

Start with a question that requires those filters. If appointments are down, compare completed activity across equivalent working periods. Then look at whether the change sits with a particular clinician, service or schedule. If cash is down, a missing-note list and an aging report will point to different parts of the process.

The mistake is to combine everything into “outstanding work.” That label can conceal work requiring a clinician’s signature, a biller’s submission, a insurance company’s response or an administrative correction. Each needs a different next step.

Follow each session without counting it twice

To see how much work is unfinished, give each session one current next step. It might be waiting for a note, ready to bill or awaiting an insurance response. This is a way to organize the owner’s review, not a list of exact TheraNest screen labels. Keep the original status too, so staff can find the record.

For example, a week has 120 completed services. Fifteen need documentation, five are ready to send for billing, 60 have been sent but still need an answer, and 40 are finished. These add up to 120 because each service has one current next step. Counting every appearance in every report could count the same work more than once.

1. Finish the note

   Identify the clinician or supervisor responsible for the missing note or signature.

2. Send the bill

   Confirm required information is ready and assign submission.

3. Follow up on the claim

   Read the response and choose the next action.

4. Check the payment

   Match it to the service and resolve any difference.

5. Close the item

   Record payment or an approved reduction, with its date and reason.

Sending a claim does not mean it has been paid

TheraNest’s Submitted Claims Report can use a submitted-date filter and can be exported. Its guide distinguishes the overall submitted count from the filtered count. It records submission activity, so it should not be labeled collected revenue.

More claims sent this month may mean the team finished old billing work, not that more sessions happened recently. Check both the session date and the date the claim was sent. Fewer claims can also have several causes: fewer sessions, missing information or a delayed billing step.

For the owner, review claims sent alongside payments and amounts still owed. For the billing team, keep the detailed action list and the requirements for each insurer. Check deadlines against the actual claim rules rather than treating one timeframe as universal.

Check which appointments you can still fill

First check how much appointment time clinicians can actually offer after leave, supervision and other protected work. Then compare it with the time that is booked or completed. A full-schedule percentage, often called utilization, is useful only when it uses the appointment time you really intended to offer.

For example, weekday daytime openings do not solve a waiting list made up of people seeking evening appointments. Before hiring or increasing marketing, inspect fit by service, availability and payment arrangement. The capacity calculator helps quantify the gap; the hiring guide explains how to test whether a new role will fill.

Use clinician trends for a conversation, not an automatic ranking. New clinicians, supervisors and clinicians working with different treatment patterns can have different sustainable schedules. A comparison should explain those differences before treating them as performance problems.

Make the weekly review easy to repeat

Save the report filters and a short definition of every headline measure. Record the cutoff time so a late note or payment does not become an unexplained discrepancy. Keep one list of decisions: what is changing, who will act and what result would show that the issue is resolved.

A useful billing follow-up says “the practice manager will correct the repeated registration issue and the biller will verify the affected claims reached the next stage.” “Check aging next week” leaves the cause untouched. Over time, repeated exceptions should improve the intake or billing process rather than merely make the meeting longer.

Choose help with reporting, everyday work or both

Cortexa Analytics brings together revenue, weekly sessions, active and returning clients, clinician activity and filled or open appointment time. It helps you see the practice as a whole when preparing those reports is becoming a separate job.

Full Service Partner adds the operational side: front office, intake and scheduling, billing across the practice’s agreed insurance and self-pay work, and payroll or marketing work included in the membership agreement. The practice retains clinical direction, its identity and the decisions about care.

For a TheraNest practice, setup confirms the connection and available history, then checks the reporting totals. Choose based on whether you need easier reports, help doing the everyday administrative work or both. These are different needs and deserve a clear comparison.