Keep the visits the same throughout
Choose a set of visits and follow their fees and payments. A payment received later still belongs in this review if it pays for one of those visits. A payment for a different visit stays out.
This avoids comparing one month’s bills with cash that paid for earlier care. It also makes a later review useful: the same visits may show more payments as claims settle.
An insurance reduction is different from an unpaid bill
An insurer’s agreed fee can be lower than your original bill. The calculator removes that difference before finding the collection rate. The remaining fee includes the insurer’s payment and the client’s share.
A balance you stop trying to collect is different. Keep it in the amount originally owed, then enter it as written off in the final step. This preserves its effect on the rate while keeping it out of the active follow-up amount.
Use the unpaid amounts differently
Still within its payment window
Track claims processing normally, recent client bills, and current payment plans. Review them when payment is due.
Remaining amount to review
Check denied claims, overdue balances, underpayments, and missing information. Decide what action is appropriate for each balance.
Already written off
Review the reason for the write-off. Keep it separate from agreed fee reductions and from balances still being worked.
Common questions
Is this an adjusted or net collection rate?
It uses payments after refunds divided by agreed fees after insurance reductions. Reports may use different periods or adjustment categories, so check those definitions before comparing rates.
Can I use this for a private-pay practice?
Yes. Choose agreed fees and include the fees owed by clients for the visits you selected. If you use original bills instead, enter zero insurance reductions when there are none.
Why can’t payments exceed the agreed fees?
That can signal an overpayment, a fee adjustment recorded incorrectly, or payments from other visits. The calculator asks you to reconcile the amounts before treating the result as a collection rate.
Do written-off balances lower the rate?
Yes. Money that was owed and later written off remains in the expected-payment amount. It is shown separately so it does not look like an active balance still awaiting routine follow-up.
Does the review balance mean we can recover all that money?
No. It identifies balances to investigate after normal payment timing and recorded write-offs are removed. The reason each amount is unpaid determines whether and how it can be resolved.