Written-Off Fees Report



This report lists all write offs and write off reversals that were entered within the period between the 'From:' and 'To:' dates specified below.



For each write off, the report yields:

o       Date: The date on which the write off was entered in the system;

o       Patient Name: The name of the patient whose account was written off;

o       Account Number: The internal identification number of the Visit that was written off;

o       Item Number: The MBS item number of the service that was written off;

o       Fee: The dollar amount of the write off (GST exclusive);

o       GST: The dollar amount of GST that was written off;

o       User: The User ID of the person who entered the write off in the system;

o       Explanation: The reason for the write off that was recorded by the user who entered the write off;

o       Visit Date: The date recorded in the Visit window, of the visit that was written off;

o       Visit Entry Date: The actual date on which the Visit was entered in the system; and

o       Entry Date: The actual date on which the Visit was written off.



It is recommended that you use Report Date as the Date Selection, as this is a value that cannot be modified, ensuring integrity of the report.  That is, if you print the report for a given date range today, and then print it again in twelve months' time, for the same date range, then the two versions of the report will be identical, no matter what reversals may be applied to the invoice in future reporting periods.  In terms of this report, the term 'Report Date' refers to the date of entry of the invoice.

'Visit Date' refers to the date that was recorded in the 'Consult Date' field in the Record Visit window.  This field can be manually changed by the user, meaning that reports produced using this Date Selection can change for prior periods and details can be missed.  For example, a receptionist may not realise that a bulk bill voucher has been missed on the last day of the pay week.  Consequently s/he could record it on the first day of the next pay week.  

If the reports for the previous week had already been completed and the Doctor's pay was based on those Visits, then the practitioner was not paid in that prior period for a visit that the practitioner was entitled to.  If the receptionist then corrects the oversight on the first day of the next pay week, changing the Consult Date to the previous week, that visit will not show in a subsequent Visit Date-based report, as it was for a Consult Date in a prior reported period.  Hence visits can be 'hidden' from these reports by accident and practitioners may not be getting paid the correct amounts when reports are based on Visit Date.



The Additional tab, below, includes a number of other options:

o       Include Adjustments - this option is checked by default, to include adjustment records in the report output.  If you prefer to exclude adjustments, you can click the box to uncheck it.

o       Item No(s) - this option allows you to enter a specific item number to base the report on.  If you enter an item number, then the report will only show you Fees for that item.  If you wish to specify multiple item numbers, you must separate them with commas.

o       Institution - this option is disabled for this report.


To produce the report on multiple item numbers enter the numbers separated by a comma, for example 23,36,37/1.

It is recommended that you use Report Date as the Date Selection. The Report Date details the date the transaction is finalised.



To Generate a Written-Off Fees Report:

1.     Select Reports > All Reports. The MedicalDirector PracSoft Reports window appears.

2.     Within the Report Type section, select Fees.

3.     Within the Report Name section, select Written-Off Fees.


4.     Select the Common tab:

5.     Enter a Date Range for the report.

o       Indicate whether results for each practitioner will be printed on separate pages.

o       Via the Date Selection drop-down menu, indicate in which order you wish the results displayed.

o       Select the Additional tab:


6.     If you wish to base the report on specific item numbers, enter them here, separating each with a comma.

o       Click when you are ready to proceed.