Reporting

Billing you can actually see, on a schedule.

This is the reporting rhythm we set up with each client. The office manager and the owner always know what moved, what is stuck and what needs a decision. There is no dashboard to decode.

five reports. one rhythm. plain English.

The reporting calendar

Each report has one reader and answers one question. Tap a report to see an illustrative sample.

1DailyDaily reportFor: Office managerWhat needs to happen today, and what needs us from the clinic?
2Before each sessionEligibility, verification and authorization reportFor: Office manager and front deskIs every session in the next 7 days covered? We run eligibility 7 days ahead so authorization issues can be handled at least 3 days before the session. That is our process target.
3WeeklyWeekly summaryFor: OwnerWhat moved, what is stuck, and what needs a decision from me?
4Every two weeksCredentialing reportFor: OwnerWhere is each provider with each payer, and is the effective date in writing?
5MonthlyMonth-to-date reportFor: OwnerHow is the month tracking, what keeps getting denied, and is old AR shrinking?

Timings are our process targets, not promises. They depend on the access we have and on payer portals being up.

Your EHR stays. The reports come to you.

We work inside the systems you already use. Session data stays in your EHR. The reports are short notes in plain English: what happened, why it matters and who acts next. If a number needs explaining, the explanation is next to it.

read it between sessions.
no training needed.

Illustrative samples

What each report looks like

These five samples use made-up data for an imaginary clinic with two or three BCBAs. They are not client reports or client results. Your reports use your data, and only after a signed BAA.

Billing4ABA · Daily report

Today at the clinic

For: office manager · sent each morning

Illustrative sample · made-up data

Sessions to bill today (from yesterday)14
Sessions missing a signed note2
Claims submitted yesterday13 · $3,180
Payer calls made yesterday3
Items needing clinic action2

Needs the clinic today

Client B, Monday 97153: session note not signed. Owner: RBT, then BCBA review.
Client E: new insurance card mentioned at the front desk. Please upload a copy so we can check it.

Payer calls: Superior (2 claims, status requested), BCBSTX (1 underpaid line, reprocessing asked).

Billing4ABA · Eligibility, verification and authorization

Next 7 days of sessions

For: office manager and front desk · run 7 days before each session

Illustrative sample · made-up data

Client A · Mon97153 · Texas Medicaid (TMHP)
Eligibility: ActiveAuthorization: Approved · 212 units left
Renewal: Not dueFlag: None
Client B · Mon97153 · Superior (STAR Kids)
Eligibility: ActiveAuthorization: Approved · 18 units left
Renewal: Recert request due this weekFlag: Units may run out before the auth end date
Client C · Tue97155 · BCBSTX
Eligibility: ActiveAuthorization: Approved · 30 units left
Renewal: Not dueFlag: Plan year resets on the 1st: confirm family cost share
Client D · Wed97153 · TRICARE (TriWest)
Eligibility: ActiveAuthorization: Pending · submitted 4 days ago
Renewal: n/aFlag: Call TriWest Thursday if no decision
Client E · Thu97156 · Superior (STAR Kids)
Eligibility: Not verified · portal errorAuthorization: Approved · 8 units left
Renewal: Not dueFlag: Re-run tomorrow; call the payer if the portal is still down

Sample auth reference: AUTH-0000-1234. This page never shows patient names, dates of birth or member IDs. Your real report is shared through a secure channel agreed under the BAA.

Billing4ABA · Weekly summary

This week, in one page

For: owner · sent weekly

Illustrative sample · made-up data

What moved

11 claims paid from last week's batch, posted and checked against contract rates.
2 Superior resubmissions accepted after adding the auth number.
BCBSTX approved the 97155 authorization for Client C.

What is stuck

4 Superior claims over 90 days. Reason: payer says not on file. Owner: Billing4ABA, resubmitting with proof of filing.
Client D treatment plan unsigned. Reason: needed for the TRICARE auth. Owner: clinic (BCBA).

Open AR by age (days) and payer

Illustrative open AR by payer and age bucket, made-up data
Payer	0–30	31–60	61–90	90+	Total
Texas Medicaid (TMHP)	$12,480	$2,150	$0	$0	$14,630
Superior (STAR Kids)	$8,960	$3,420	$1,180	$2,340	$15,900
BCBSTX	$5,240	$860	$0	$0	$6,100
TRICARE (TriWest)	$2,910	$0	$640	$0	$3,550
All payers	$29,590	$6,430	$1,820	$2,340	$40,180

Authorization risks

Client B: 18 units of 97153 left, about one week at the current schedule. Recert request goes in this week.
Client D: TRICARE auth still pending.

Decisions needed from you

Appeal or write off one TRICARE claim ($640)? We think an appeal is supported. Your call.
Add TRICARE for LBA 2? See the credentialing report.

Next week

Resubmit the 4 Superior claims and confirm receipt.
Follow up on the BCBSTX credentialing file.

Billing4ABA · Credentialing report

Providers × payers

For: owner · sent every two weeks

Illustrative sample · made-up data

LBA 1 (owner)

Texas Medicaid (TMHP)EnrolledLast response: Approval letter on fileNext action: NoneEffective date in writing: Mar 1
Superior (STAR Kids)CredentialedLast response: Welcome letter on fileNext action: NoneEffective date in writing: Apr 15
BCBSTXIn reviewLast response: 6 days ago: file completeNext action: Follow up TuesdayEffective date in writing: Not yet
TRICARE (TriWest)SubmittedLast response: Receipt confirmedNext action: Check status in 10 daysEffective date in writing: Not yet

LBA 2 (new hire)

Texas Medicaid (TMHP)Application in PEMSLast response: Site visit being scheduledNext action: Confirm site visit dateEffective date in writing: Not yet
Superior (STAR Kids)Not startedLast response: n/aNext action: Start after TMHP enrollmentEffective date in writing: Not yet
BCBSTXWaiting on clinicLast response: Payer asked for updated CVNext action: Clinic sends CVEffective date in writing: Not yet
TRICARE (TriWest)Decision neededLast response: n/aNext action: Owner decides: add this payer?Effective date in writing: Not yet

We only treat a provider as billable with a payer once the effective date is in writing.

Billing4ABA · Month-to-date report

This month so far

For: owner · sent monthly (sample covers day 1–20)

Illustrative sample · made-up data

Billed so far this month

$31,640

Collected so far this month

$27,880

Collections include payments for earlier months' sessions, so the two numbers do not compare one to one.

Denials by category

Illustrative denials opened and resolved this month, made-up data
Category	Opened	Resolved
Authorization missing or mismatch	3	3
Eligibility or coverage	2	1
Code, units or modifier	1	1
Payer asked for records	2	1

Open AR trend, end of each week

Week 1$43,950 · 90+ $3,610
Week 2$42,310 · 90+ $3,120
Week 3$41,020 · 90+ $2,700
Week 4$40,180 · 90+ $2,340

Top 3 things we are working on

Clearing the Superior claims over 90 days.
Moving authorization requests earlier for clients close to their unit limits.
Finishing LBA 2's TMHP enrollment so managed care credentialing can start.

Want the weekly summary format for free?

Use our weekly summary template with your current biller or your in-house team.

Get the template

see it with your own numbers.

Book a free billing review

Bring de-identified totals and your payer list. We will show you what your weekly summary would cover.

Book a free billing review

No PHI needed.

Small print

What if I already have a biller?: Keep them if they work for you. Use the weekly summary template to ask for the same visibility: what moved, what is stuck and what needs your decision.
Are these real client reports?: No. Every sample on this page uses made-up data. Payer names are real so the samples feel familiar, but no clinic, client or claim here is real.
Are the timings guaranteed?: No. Running eligibility 7 days ahead and handling authorizations at least 3 days before a session is our process target. Payer rules change, so confirm requirements with each payer.