Aging by Service Date Report

Aging by Service Date Report

Overview

The Aging by Service Date Report provides a comprehensive view of all charges with outstanding balances, categorized by the length of time they have been open based on the date of service. This report is a primary tool for billers to monitor the revenue cycle and ensure timely payment from both payers and clients.

Key Benefits:

 

  • Collections Management: Identify and manage older balances to determine when to issue pre-collection notices or move accounts to collections.
  • Adjudication Accuracy: For insurance-backed claims, the report reflects balances based on confirmed payer adjudication. Expected Copays do not appear as client aging until the insurance company has processed the claim and established formal responsibility. (Learn more: Managing Expected Copays and Client Responsibility)
  • Timely Rebilling: Track insurance responsibility to rebill charges before they reach timely filing limits, reducing the risk of claim denials.
  • Balance Write-offs: Systematically identify and write off uncollectible balances after a specified period to maintain clean financial records.

The report streamlines the billing process by separating confirmed debt from estimated amounts. Charges pending insurance adjudication remain under insurance responsibility and do not impact client aging totals. This ensures your collection efforts are focused on verified client balances.

You can export the Aging by Service Date Report in CSV, PDF, or Excel format for further analysis or external reporting.

See Also

Working with Reports — Learn how to access reports, manage permissions, and use common features such as search, export, and zoom.

Step 1: Accessing the Aging by Service Date Report

To access the Aging by Service Date Report:

  1. Select More from the left sidebar.
  2. Select Reports.
  3. In the Report dropdown, select Aging by Service Date Report.



Step 2: Using Report Filters 

By default, the report includes Start Date and End Date filters. The report filters results based on the encounter date. 

Additional filters are available to refine results:
  1. Group By: Allows billers to organize report details by client, clinician, payer, service code, and service location. Additionally, multiple parameters can be combined for grouping. The available options in the Group By dropdown are:
    1. Client
    2. Clinician
    3. Payer
    4. Service Code
    5. Service Location
    6. Payer, Service Location
    7. Payer, Service Location, Clinician
    8. Payer, Service Location, Clinician, Client
    9. Payer, Service Location, Clinician, Client, Service Code
  1. Responsibility: This option lets billers filter the report by financial responsibility.
    1. All: Default view. Displays amounts for both client and insurance responsibilities.
    2. Client: Shows only client responsibility amounts. The total appears in the far-right column.
    3. Insurance: Shows only insurance responsibility amounts. The total appears in the far-right column.
  1. Clinician: Filters the report to show data for a specific clinician.
  2. Client: Filters the report to include information for a selected client.
  3. Location: Filters results by the practice location where services were provided.
  4. Insurance: Filters the report based on the selected insurance provider.
  5. Payer Ranking: Filters charges by payer order—Primary, Secondary, or Tertiary.
  6. Service Code: Filters results by the service or procedure code used for billing.
  7. Client Balance: Filters claims based on whether their outstanding client balance is greater than or less than zero.
  8. Insurance Balance: Filters claims based on whether the insurance balance is greater than or less than zero.


Step 3: Running the Report 

After selecting the desired filter options, click the Run Report button. The report is then generated and displayed as shown in the screenshot below. A description of each column in the report is provided beneath the screenshot.



When you run or export the report, it includes the following columns:
  1. 0-30 Days - The client and insurance balances shown in this column indicate that the charges have been outstanding from 0 to 30 days (based on the service date) for the respective service provided to the client.
  2. 31-60 Days - The client and insurance balances shown in this column indicate that the charges have been outstanding from 31 to 60 days (based on the service date) for the respective service provided to the client.
  3. 61-90 Days - The client and insurance balances shown in this column indicate that the charges have been outstanding from 61 to 90 days (based on the service date) for the respective service provided to the client.
  4. 91-120 Days - The client and insurance balances shown in this column indicate that the charges have been outstanding from 91 to 120 days (based on the service date) for the respective service provided to the client.
  5. 121-150 Days - The client and insurance balances shown in this column indicate that the charges have been outstanding from 121 to 150 days (based on the service date) for the respective service provided to the client.
  6. 151-180 Days - The client and insurance balances shown in this column indicate that the charges have been outstanding from 151 to 180 days (based on the service date) for the respective service provided to the client.
  7. >180 Days - The client and insurance balances shown in this column indicate that the charges have been outstanding for more than 180 days (based on the service date) for the respective service provided to the client.
  8. Subtotal: This column is divided into two sections: Client and Insurance, showing the total amount for each aging column. 
  9. Grand Total: This column displays the combined total amount for both Client and Insurance.


Report Apperance

In the example below, the report is organized by payer. As a result, the payer details are displayed on the far left, while the clinician, client, encounter, and service code details appear in the respective columns to the right.


Notes
When you group the report by any other parameter (clinician, client, encounter, or service code), it will be shown on the far left, and the other details will be displayed in the corresponding columns next to it.


 

 

In another example, the report is grouped by all the parameters: Payer, Service Location, Clinician, Client, and Service Code.

 

When multiple parameters are selected, the report will be grouped accordingly and displayed on the screen. Each parameter will be indented within its parent parameter for easy categorization. Refer to the following screen for details:




Watch the Video

Click here to watch a video about this feature.

FAQs 

You can find the Frequently Asked Questions (FAQs) on our Knowledge Base page.


Click here for quick access to the FAQs.

Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://app.icanotes.com



Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.