Best Practice Guidelines: Healthcare Management Internal Controls

13. Appendix F: Index of Reports

The reports are grouped together by their relevant segments as seen on the Healthcare Management Internal Controls diagram.

When there is a duplication of segments in the different time periods, the reports will be listed under the same segment and it will be indicated under the heading "Time Periods" that the reports are used during more than one time period.

Every report is discussed in the user manuals under Reports - how to customise the reports and how to analyse and interpret the reports.

Time Period Segment Report Name Purpose of Report Module
Daily
Monthly
Billing & Receipt Controls Debtor Transaction Drilldown - Audit Trail To confirm all debtor transactions on invoice level were posted for the day MedDebs
Financial Reports
Monthly Billing & Receipt Controls Debtor Transaction Drilldown - Ledger Report Summarise the transactions according to the Ledger   MedDebs
Financial Reports 
Daily 
Monthly
Billing & Receipt Controls  Debtor Transaction Drilldown - Audit Trail Invoice Detail To confirm all debtor transactions on item level were posted for the day
MedDebs
Financial Reports 
Monthly Billing & Receipt Controls Debtor Transaction Drilldown - Movement Summary View the big picture of the Debtor accounts. View Turnover, Cashflow, Journals balancing back to the age analysis on the movement summary MedDebs
Financial Reports
Daily 
Monthly
Billing & Receipt Controls  Debtor Transaction Drilldown - Summary per Billing Code  Summarised view per codes that were billed with a total quantity & amount on each code MedDebs
Financial Reports 
Monthly Billing & Receipt Controls Debtor Transaction Drilldown - Summary per ICD10 Code Summarised per diagnosis, a total of patients per diagnosis MedDebs
Financial Reports
Monthly Billing & Receipt Controls Debtor Transaction Drilldown - User Activity Summarised view of the type of transactions every user posted on the system MedDebs
Financial Reports
Daily
Monthly
Billing & Receipt Controls Debtor Transaction Drilldown - Deposit  All Receipts (Deposits) grouped by the type of receipt MedDebs
Financial Reports
Monthly
Billing & Receipt Controls
Debtor Transaction Drilldown - Journal Ledger Summary Summarised journals per type MedDebs
Financial Reports 
Daily
Monthly
Billing & Receipt Controls Creditor Transaction Drilldown To confirm all creditor transactions were posted for the day Creditors
Daily
Monthly
Daily Reports
Monthly Reports
Stock Movement Report: Detail To confirm all stock transactions were posted for the day Stock
Daily Cash Reconciliation Session Report View all receipts and corrections during the user sessions Cash Register
Daily Claims Controls Claim History Screen View all the claims and responses MedDebs
Daily Daily Reports Follow up visits List of patients that need a follow up appointment to be scheduled Diary
Daily Daily Reports Birthday list A list of the upcoming patient birthdays per date filtered, to send an SMS to the patients Diary
Daily Day End Diary export / Print diary / Print day grid Provide a hard copy of the bookings that were made for the following day(s) Diary
Daily
Monthly
Daily Reports Turnover per provider Total of turnover per period per practitioner Diary
Daily
Monthly
Daily Reports
Monthly Reports
Debtor Statistics Report Summarised transactions per turnover, cash flow and journalsFinancial Reports
Daily
Monthly
Daily Reports Code report Summarised view per codes that were billed with a total quantity & amount on each code
Financial Reports
Daily
Monthly
Billing & Receipt Controls Unlinked receipts report View the receipts that are not linked to invoices Financial Reports
Daily
Monthly
Yearly Reports Trial balance View the big picture of the financial status of the practice Financial Reports
Daily Daily Reports Stock re-order levels report View the items that must be ordered by using the minimum and maximum levels Stock
Daily
Monthly
Billing & Receipt Controls Stock movement summary
Summarised view of the transactions posted on each item Stock
Daily SMS / email Controls SMS History Status on all SMSs that were supposed to be sent MedDebs
Daily SMS / email Controls EMAIL History Status on all emails that were supposed to be sent
MedDebs
Weekly
Monthly
Credit ControlDebtor age analysis All debit and credit amounts on the debtor accounts per time cycle MedDebs
Monthly Debtors & Creditors Control List of "Redo-Invoices"
View all the invoices that were credited and done again with the redo function MedDebs
Financial
Monthly Monthly Reports Debtor Balances Outstanding per period All outstanding amounts on the debtor accounts per period
Financial Reports 
Monthly Monthly Reports Debtor Ledger Report Summarised view of all transactions posted on debtors per Ledger account Financial Reports
Daily
Monthly
Credit Control Invoices Outstanding All invoices that are still outstanding  MedDebs 
Financial Reports
Monthly Monthly Reports ICD10 Code Report View total of patients per diagnoses Financial Reports
Monthly Monthly Reports Patient Per Diagnosis Report View detail information on a patient per diagnostic codes Financial Reports
Monthly Monthly Reports Risk Age Analysis Per Service date Outstanding amounts per service dates Financial Reports
Daily
Monthly
Monthly Reports Debtor/Patient Report Writer Building your own report with information on patients MedDebs
Financial Reports
Daily Billing & Receipt Controls Multi Invoice Report Indicate the Status of the invoices that were done through the Multi Invoice screen, for example, Saved Invoices MedDebs
Monthly Monthly Reports Assistant Audit Report All transactions that were posted in connection with Assistants MedDebs
Monthly Monthly reports Assistant Age Analysis Outstanding amounts per Assistant that still must be paid by the Practice MedDebs 
Monthly Monthly Reports Creditors Age Analysis  Outstanding Amounts per Creditor that still must be paid by the Practice Creditors
Financial Reports
Monthly Monthly Reports Creditor Ledger Report View summarised transactions per Ledger account for all Creditors Financial Reports
Daily Daily Reports
Billing & Receipt Controls
Payment Advice Statement per Creditor with all transaction posted  Creditors
Daily Billing & Receipt Controls Daily Report View all transactions that were posted on the Creditor accounts Creditors
Daily Billing & Receipt Controls Unlinked Creditor Payments Payments made to Creditors that are not linked to Invoices Financial Reports
Daily
Monthly
Day EndDiary Statistics Report View a summarised list of statuses on bookings Diary
Daily  Daily Reports History Log View all changes that were made   Diary
Daily
Monthly
Billing & Receipt Controls Cashbooks Receipts and corrections that were posted into the Cashbooks Financial 
Financial Reports
Daily
Monthly
Billing & Receipt Controls
Income Cashbook (Detail)  Receipts and corrections that were posted into the Cashbooks
Financial 
Financial Reports
Daily
Monthly
Billing & Receipt Controls Expenditure Cashbook (Detail) Expenditure / Cheques that were posted into the Cashbooks Financial 
Financial Reports
Monthly  Monthly Reports  Receipt Age Analysis  The time for cashflow to be collected Financial Reports
Daily
Daily Reports Reprint Cashbook Batch Print the cashbook batch if another printout is needed Financial Reports
Monthly Monthly Reports Journals Report  View all the journals that were posted Financial Reports
Bi-Monthly Bi-Monthly: VAT Payment  VAT Report To calculate the correct VAT amount for SARS  Financial Reports
Monthly
Yearly
Monthly Reports
Yearly reports
Ledger Reports All transactions per Ledger account, mostly used by Auditors Financial Reports
Monthly
Yearly
Monthly Reports Yearly Reports
Income Statement All Income and Expenditure. Indicates the profit or losses for the Practice. Financial Reports
Yearly
Yearly Reports Balance Sheet View the financial position of the practice Financial Reports
Monthly
Yearly
Monthly Reports
Yearly Reports
Cost Centre Income Statement All Income and Expenditure. Indicates the profit or losses for the practice, grouped by cost centres
Financial Reports
Monthly Monthly Reports Stock Report Writer View Stock on Hand and all transactions summarised per item per transaction type Stock
Monthly Monthly Reports Stock Movement Per Period View all transactions summarised per item per transaction type for the period Stock
Daily 
Monthly
Daily Reports Monthly Reports Stock Usage Report View total stock usages with profit or losses per item Stock