In Instinct EMR, the Provider Summary and Details Report – Collected Invoicing shows collected revenue by provider based on payments and refunds made during a reporting period on closed invoices. This report is best suited for practices that pay provider commission based on the amount actually collected, not the amount invoiced.
Before you begin
Users must have the analytics_provider_summary_collected_report permission added to their role to access this report in Analytics.
For help accessing and scheduling this report, see the Analytics Guide.
Note: For multi-location practices: if a patient is transferred between locations during the same visit, the invoice will appear in this report for the location the patient was assigned to when the invoice was closed. To ensure items appear under the correct location, check the patient out and close the invoice at the time of transfer, then start a new visit and invoice at the new location.
How amounts are calculated in this report
All Total amounts are calculated pre-tax and post-discount, and only line items from closed invoices are displayed. The report includes:
Payments or refunds made on open invoices that are closed during the reporting period.
Payments or refunds made during the reporting period on invoices that were closed prior to the reporting period.
When a partial payment is taken on a closed invoice, the payment is first applied to cover any taxes, then applied to line items from oldest to newest date. Refunds are applied in reverse order — most recent to oldest — then to any taxes on the invoice.
Account Credit payments are treated as a payment on the invoice and are included in the total collected invoicing amounts. Unapplied payments from an invoice are treated as a refund in the total collected invoicing amounts.
Note: Payments or refunds made on open invoices will not appear in this report until the invoice is closed. Once closed, the payment or refund date will be treated as the invoice closed date and will appear in any reporting period that contains that closed date.
Report tabs
The Provider Summary and Details Report – Collected Invoicing includes five tabs.
Report Info tab
Displays the practice name, practice location, date, and time range for the report, the date the report was created, and the time zone.
Glossary tab
Contains definitions for all column headings used throughout the report. Key terms include:
% of Total Practice Invoicing Collected — The percentage of total payments collected on closed invoices by a provider, divided by the total payments collected on closed invoices for all providers during the reporting period.
Total Invoicing Collected — The total amount of payments and refunds collected on closed invoices per provider (pre-tax, post-discount) for the reporting period.
Total Exempt Amount Collected (Excluded from Commissions) — The total amount of payments and refunds collected on closed invoices for items flagged as "Excluded from Commissions" per provider for the reporting period.
Total Commissions Amount Collected (Paid Line Items Included in Commissions) — The total amount of payments and refunds on closed invoices for items eligible for commissions per provider during the reporting period.
Eligible for Commissions — Based on the "Excluded from Commissions" toggle in product admin settings. Displays Yes or No.
Total Tax Amount — Total tax applied to each line item on closed invoices during the reporting period.
Total Discount Amount — Total discounts applied to each line item on closed invoices during the reporting period.
Tax Exempt — Tax exempt status of the account at the time the report is run. This may differ from the tax-exempt status when the payment was made.
The Glossary tab also explains three important behaviors to be aware of:
If a payment or refund was made on an open invoice, that revenue will not appear in the report until the invoice is closed. The transaction date will be treated as the invoice closed date.
If a closed invoice receives a partial payment, it is applied to the total invoice tax amount first, then to line items from oldest to newest. Once an invoice reaches a $0 or negative balance, it is considered fully paid.
Providers may appear over- or under-compensated for a period when uncollected invoices are later adjusted. This resolves once all invoices are paid off over time.
Practice Summary tab
Displays a summary per provider showing % of Total Practice Invoicing Collected, Total Invoicing Collected, Total Exempt Amount Collected, and Total Eligible Amount Collected for all closed invoices during the reporting period.
Note: In rare cases, a provider's % of Total Practice Invoicing Collected can be negative. This occurs when a provider's collected amount consists entirely of a refund. For example, if a provider had $25 refunded on line items during the reporting period and the practice collected $100 total, the provider's % Total Invoiced by Practice would be -25%.
Provider Invoice Tag Summary tab
Summarizes commissionable collected revenue categorized by invoice tags and providers. Each unique invoice tag combination appears as a separate row. Products without invoice tags are grouped under No Invoice Tag.
Provider Details tab
Lists all invoice line items assigned to a specific provider on closed invoices during the reporting period. Providers are listed alphabetically by last name, and items within each provider group are listed by invoice line item date and time.
Note that the Invoice Line Item Date/Time may fall outside the reporting period if a payment or refund was made during the reporting period on a previously closed invoice, or if a payment was made on an open invoice that was then closed during the reporting period.
This tab includes: Invoice Line Item Date/Time, Provider, Product ID, Product Name, Account ID, Account Type, Tax Exempt, Client Last Name, Client First Name, Patient ID, Patient Name, Invoice Number, Invoice Tag, Tax Class, Discount Class, Total Tax Amount, Total Discount Amount, Eligible for Commissions, and Total Invoicing Collected.
Warning: Practices paying providers using Collected Invoicing should not create a new invoice with negative quantity and price line items to write off an account. Doing so could penalize the provider, since those items were never paid for.
Frequently asked questions
What is the difference between the Gross Invoicing and Collected Invoicing reports?
The Gross Invoicing report shows revenue from all invoices closed during the reporting period, including uncollected amounts. The Collected Invoicing report shows only revenue that was actually paid during the reporting period. Choose the report that matches how your practice calculates provider commission.
Why does a line item appear with a date outside my selected reporting period?
The Provider Details tab uses the invoice line item date, which may differ from the payment date. If a payment was made on an old invoice or on an open invoice that was later closed, the line item date may fall outside the reporting period even though the payment falls within it.
Can a provider's % of Total Practice Invoicing Collected be negative?
Yes. This can happen when a provider's only collected activity during the period is a refund. See the Practice Summary tab note above for an example.
Who should I contact if I need access to this report?
Ask your practice administrator to add the analytics_provider_summary_collected_report permission to your role.
Still need help?
Contact the Instinct support team via live chat or email [email protected].