Page Description

Use the Billing Summary page to view or print a report of all order choices completed within the specified range of dates. Order choices associated with a single sample ID appear on a single line of the report. This report also includes billing-related information, such as insurance, ABN status, and CPT and ICD-9 codes.

The report criteria allow you to show or restrict displayed results according to when the order was completed, the lab that performed the testing, the ordering location, the ordering provider, or the patient.

Depending on the level of rights assigned to your role, Copia will limit the report to orders for your signed in location, for the locations associated with your practice, or for all locations for all practices within the system.

For more help, click one of the following links:

• Accessing this Page
• Setting the Report Criteria
• Reviewing and Printing the Billing Summary Report
• Exporting the Report

Accessing this Page

• Click the Reports button in the Lab Tasks section, and then click the Billing Summary submenu link.
• Click the Administration menu button, click the Reports button, and then click the Billing Summary submenu link. You must have the necessary security permissions to access the Administration menu button. In addition, you must have the necessary rights at the practice level to access this report.

When you click the Administration menu button, Copia opens the main Administration menu, which contains administrative menu buttons, including the Reports menu. To return to the main menu for Copia, click the Lab Tasks menu button.

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Setting the Report Criteria

1. Enter the desired report criteria for the Billing Summary Report.
• Completion Date: Enter a Start or End date. Select dates from the calendar view by clicking the calendar icons located next to the Start and End date fields. Copia will only search for order choices ordered within this date range. By default, the date range is set to include only the current date.
• Lab: Select the Lab that performed the testing from the drop-down list. Copia will only search for order choices where the testing was performed at the selected lab. Select "All" to include order choices from all lab testing locations.
• Ordering Practice: Select the practice associated with the ordering location from the drop-down list. Copia will only search for standing orders that were placed at ordering locations associated with the selected practice. Select "All" to include orders from all practices. Click Search to select the Ordering Practice in the Practice Search page. See the Practice Search topic.
• Ordering Location: Select the location where the order was placed from the drop-down list. Copia will only search for order choices that were ordered from the selected location. Select "All" to include order choices from all ordering locations. Click Search to select the Ordering Location in the Location Search page. See the Location Search topic.
• Ordering Provider: Enter one or more letters and click Search to select the Ordering Provider in the User Search page. See the User Search topic. Click Clear to clear the field.
• Patient: Enter one or more letters and click Search to select the Patient in the Patient Search page. See the Patient Search topic. Click Clear to clear the field.
2. Select the following checkboxes to display specific items on the billing summary report.
• Show order choices with an ABN: Select this checkbox to have Copia show order choices with ABNs.
• Limit to orders that are complete: Select this checkbox to have Copia limit results based on orders that are marked as complete.
• Show abbreviation instead of order choice name: Select this checkbox to have Copia show abbreviation instead of the order choice's name.
• Show order choice totals: Select this checkbox to have Copia show order choice totals.
3. Use the Sorting section to configure the Available Sorting Options and Selected Sorting Options tables to specify whether "Collection Date," Ordering Location," "Insurance Company," "Insurance Type," "Lab," "Ordering Practice," and "Ordering Provider." Use the > and < buttons to move the options to the left or right tables.
4. Select an option from the Order Choices filter component drop-down list to toggle the component. Select either "Exclude the following order choices" or "Include the following order choices" from the list. Click in the available field below the drop-down to search for and select an order choice. The order choice will then appear in the table. The table displays the name of the order choice and the active status.
5. Select an option from the from the second Order Choices filter component drop-down list to restrict the reports by the selected profiles. Select either "Exclude the following profiles" or "Include the following profiles" from the list. Click in the available field below the drop-down to search for and select a profile. The profile will then appear in the table. The table displays the name on the profile and the active status.
6. Note that it is important to select the appropriate criteria to retrieve your desired order choices. Use of multiple criteria could limit the number of possible matches, where use of a single criterion could result in multiple matches and draw an Out of Memory error. If either of these events occurs, reset your filters and click the Refresh button.
7. Select a Group results by option (Ordering Location, Lab, or Ordering Provider) to control how Copia sorts the matching order choices.
8. Enter a value in the Max Results Limit field to set the maximum number of rows of information Copia displays for the report. If it reaches the maximum, then it displays a message that it cannot display the report; although, you may still perform an export. By default, Copia displays up to 30,000 results.
9. Select an option from the Report Type drop-down list to specify the format of the billing summary report. Select either "HTML" or "PDF" from the list.
10. Once you have the desired settings for the report criteria, click the Refresh button.
11. Copia updates the Report section of the page, and you may then review, print, and/or export the report. See "Reviewing and Printing the Billing Summary Report" and "Exporting the Report" below.

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Reviewing and Printing the Billing Summary Report

1. Once you have set the criteria and clicked the Refresh button, Copia updates the list in the Report section of the page. See "Setting the Report Criteria" above.
2. Use the scroll bar on the right side of the page to view the details for all of the order choices in the report.
3. The report is subdivided according to your Group results by selection.
4. To modify the report, adjust the report criteria and click Refresh. See "Setting the Report Criteria" above.
5. Once you have created a report, you may click the Export button to export the current report based on the delimiter chosen and save it to a file where you can open it with an external program (e.g., Notepad or Excel). See "Exporting the Report" below.
6. Click Print to open the standard print dialogs. Change the print settings as desired, and then click Print. Copia will print the report according to the settings you established in the print dialogs (number of copies, printer destination, etc.).

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Exporting the Report

1. Once you have created a report (see "Reviewing and Printing the Billing Summary Report" above), you may choose to export the data based on the delimiter chosen and save it to a file where you can open it with an external program (e.g., Notepad or Excel).
2. Select an option from the drop-down list of delimiters, located next to the Export button. You may select "Double quotes and comma," "Comma," "Tab," "Vertical bar," or "Semicolon." Copia uses the selected characters or spacing to separate each field of data when exporting the report.
3. Click the Export button to export the current report. Note that in order to export data, you must select a delimiter (the default is blank), you must have already created a report (by clicking the Refresh button), and you must not have changed the filter since the last time the report was created. Copia will prompt you to correct any of these problems, if necessary, when you export the report.
4. After you click Export, Copia displays a dialog that allows you to save the file or cancel the export. By default, Copia names the files "Billing_Report_," 2 digit year, 2 digit month, 2 digit day, 2 digit hour, 2 digit minute, 2 digit second, followed by the extension ".csv" for "Double quotes and comma" and "Comma" delimiters and ".txt" for "Tab," "Vertical bar," or "Semicolon" delimiters.
5. Note the following when using the export feature:
   • Some of the delimiter types aren't handled automatically by Excel, so, once loaded, select the first column and choose Data > Text to Columns to properly format the data.
   • When exporting to the delimiter type "Comma," the commas are removed from the following fields so the data shows up in the proper columns: patient name, ordering provider, order choice, ICD-9, and CPT codes.
   • If you don't change the filename extension ".orchard-csv" to ".csv" when using the "Double quotes and comma" delimiter, it will not open appropriately in Excel, so the column headers will not align properly with the data (in some cases it puts everything off by one column).

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