Work In Progress

This report is available from EXACT v11.9
In EXACT v12 the Sort Patients By field was changed and the Include Inactive checkbox added.

Purpose

The primary function of the Work In Progress Report is to provide a dental practice with its year end position as regards work in progress and money owed from all sources. All balances are calculated as at the date chosen for the report.

Features

The following information can be obtained from this report:

Potential work (treatment that has been planned but not yet completed).
Treatment that has been completed but not yet invoiced/charged.
Treatment that has been completed but not yet transmitted to the Payor.
Amounts that have been transmitted to the Payor, but not yet paid by the Payor.
Outstanding accounts that a patient may have with the practice, along with the number of days for which the account has been outstanding.

To run the Work in Progress Report

Select Administration > Reports and select Work In Progress:
The Sort Patients By option allows the report to sort on a number of criteria:
Specify whether to include or exclude inactive patients by checking or un-checking the Include Inactive checkbox.
Use the Select Patients field to select, edit or create a new query to define the patients, making it possible to print Statements for selected groups of patients as defined in the query:

See also these resources for related Queries information:

Video series for Contact Lists and Queries (multiple videos)

Mini-masterclass - Contact Lists
This report can be run for individual Providers, or more than one provider can be selected by clicking on the Multiple button.
The option is also available to print as one report or as a separate report for each provider.
The date entered in the From Date field determines the date that the report starts from. Any work completed or planned before the date entered, will be excluded from the report.
The As At date will default to today’s date, but can be changed using the button. All work planned or completed between the two specified dates will be included in the report.
Placing a tick in the Separate Treatment Lines box will result in each item within a Course of Treatment being displayed on a separate line in the report. If the box is not ticked each Course of Treatment will be displayed as a one-line entry.
If required, tick the Show Inactive Treatments Lines and Show Summary Lines Only boxes to use those options.
Click Print to send the report to the printer, Preview to preview on screen and then print from the Preview screen, or Cancel to return to the previous screen. You can also choose to email a copy of the report, or export a text file version for use by a word-processing or spreadsheet program such as Microsoft Word or Excel.

Example:

WIP_internat

The report displays the data in columns as follows:

Patient

Lists the names of the patients in the report.

COT

Identifies the Course of Treatment number.

Start

The start date for the Course of Treatment.

Finish

The date that the treatment was ticked, or charged.

Exmp

Y or N is used to state whether or not the patient is exempt.

Payor

Y or N is used to state whether the Course of Treatment is to be paid for by the Payor.

Dentist

Displays the code of the dentist responsible for the Course of Treatment.

Scale Fee

This shows the total fee.

Patient Invoiced

This shows the amount the patient portion that will be charged if they are not exempt.

Open Courses

This section is divided into further categories:

Planned Payor or Patient	This column shows the Payor and Patient portions of any planned treatment.
Ticked Payor or Patient	This column shows the Payor and Patient portions of any treatment that has been ticked, but not yet charged/invoiced.
Invoiced Payor or Patient	This column shows the Payor and Patient portions of any treatment that has been invoiced.

NOTE: Only amounts that remain unpaid are displayed in this report. Therefore if a patient is invoiced and pays the total there will be no entry for that patient in this column. However if a patient is invoiced for treatment and only pays off part of the balance the outstanding amount will be displayed on the report.

Completed Courses

This section is also divided into further categories:

Payor Sent

This column displays the outstanding amount that has been transmitted to the Payor, but not yet paid. As schedules are reconciled this column will be cleared.

Payor Not Sent

This column displays the value of claims that have been TC’d, but not yet transmitted to the Payor.

A transmission will clear this column.

Patient

This column displays the amount that is owed to the practice by the patient. As the patient settles their account this column will be cleared.

Total

This column displays the total amount outstanding for each Course of Treatment. This figure incorporates both the Payor portion and the patient’s portion, giving an overall outstanding value of the Course of Treatment.

Patient Balance

This column displays whether a deposit has been paid, and the amount owed by the patient for each Course of Treatment.

Days O/S

This column displays the number of days that the amount has been owed to the practice.

Service Code

This column displays the service codes that make up each Course of Treatment.