HelloNote Reports: Overview and Use Cases

HelloNote provides a variety of reports to help clinics manage billing, patient care, documentation, compliance, scheduling, and staff productivity. Each report provides specific information to help your clinic monitor daily operations, identify issues, and make informed decisions.

Billing & Financial Reports

Secondary Billing

The Secondary Billing Report keeps records of secondary billing by patient and insurance.

Use this report to:

• Track secondary insurance claims.
• Monitor patient billing associated with secondary insurance.
• Ensure secondary claims are properly tracked and processed.

Superbill

The Superbill Report provides detailed billing information that can be used when patients, providers, or insurance companies request a superbill.

Use this report to:

• Generate detailed superbill information.
• Support insurance billing requests.
• Provide patients or providers with billing documentation when needed.

Top 10 Insurances Seen

The Top 10 Insurances Seen Report identifies the insurance plans most frequently used by patients at the clinic.

Use this report to:

• Identify the most common insurance plans.
• Understand your clinic's insurance mix.
• Support billing and payer management decisions.

Aging Balance

The Aging Balance Report shows outstanding payments and how long those balances have remained unpaid.

Use this report to:

• Identify overdue balances.
• Prioritize collection efforts.
• Monitor outstanding accounts receivable.

Net Collection Rate

The Net Collection Rate Report shows how much the clinic receives compared with the amount it is expected to collect from insurance for patient visits.

Use this report to:

• Monitor collection performance.
• Identify differences between expected and actual payments.
• Evaluate overall financial performance.

Patient Responsibility

The Patient Responsibility Report shows the amount the patient is financially responsible for each visit.

Use this report to:

• Review patient financial responsibility.
• Identify patient balances.
• Help prevent confusion regarding amounts owed.

Patient Payment Balance

The Patient Payment Balance Report shows how much a patient has already paid and how much remains outstanding.

Use this report to:

• Track patient payments.
• Identify outstanding balances.
• Support collection efforts.

Posted Payment

The Posted Payment Report shows payments that have been processed and posted, including payments from patients and insurance companies.

Use this report to:

• Review posted payments.
• Verify payment records.
• Identify potential payment discrepancies.

Revenue

The Revenue Report provides an internal view of the amount of money received by the clinic during a specific period.

Use this report to:

• Monitor clinic revenue.
• Analyze income trends.
• Evaluate financial performance over time.

Therapist Invoice

The Therapist Invoice Report tracks completed therapist visits and the amount owed to therapists for their services.

Use this report to:

• Review completed visits.
• Calculate therapist compensation.
• Verify that therapists are paid accurately.

Payment Details

The Payment Details Report provides information about payments made by patients and insurance companies, including payment status.

Use this report to:

• Review payment activity.
• Monitor payment status.
• Identify missing, pending, or delayed payments.

Patient & Case Management Reports

Active Cases / Lost Patient

The Active Cases / Lost Patient Report provides an overview of active and closed patient cases.

Use this report to:

• Monitor active cases.
• Identify closed or lost patients.
• Follow up on patients who may require additional attention.

Active Patients

The Active Patients Report provides a current list of patients with active cases at the clinic.

Use this report to:

• View active patients.
• Monitor the clinic's current patient population.
• Support patient case management.

Patient Birthday

The Patient Birthday Report displays patient birthdays.

Use this report to:

• View upcoming patient birthdays.
• Support patient engagement initiatives.

Staff Birthdays

The Staff Birthdays Report displays staff birthdays.

Use this report to:

• Keep track of staff birthdays.
• Support employee engagement and team activities.

Referrals

The Referrals Report tracks referrals received by the clinic and identifies the providers or sources that submitted them.

Use this report to:

• Track referral activity.
• Identify referral sources.
• Monitor referral trends.
• Strengthen relationships with referral partners.

Clinical & Documentation Reports

Notes

The Notes Report provides a general overview of therapist notes, including note types, dates, and other relevant information.

Use this report to:

• Monitor therapist documentation.
• Review note types and dates.
• Identify documentation activity.

Notes with Missing POC Signatures

The Notes with Missing POC Signatures Report identifies cases where required Plan of Care signatures are outstanding.

Use this report to:

• Identify missing POC signatures.
• Follow up on incomplete documentation.
• Maintain documentation compliance.

Notes with Missing Schedules

The Notes with Missing Schedules Report identifies notes that were created without a corresponding scheduled visit.

Use this report to:

• Identify discrepancies between notes and schedules.
• Ensure therapist documentation is associated with a scheduled visit.
• Investigate potential documentation or scheduling issues.

Patient Scheduled with Missing Notes

The Patient Scheduled with Missing Notes Report identifies scheduled visits where the therapist has not yet created a note.

Use this report to:

• Identify missing documentation.
• Follow up with therapists.
• Ensure scheduled visits have corresponding notes.

Patient with Draft Notes

The Patient with Draft Notes Report identifies visits where a therapist started a note but has not completed it.

Use this report to:

• Find incomplete notes.
• Follow up on draft documentation.
• Ensure notes are completed in a timely manner.

Patients by Total Note Count

The Patients by Total Note Count Report shows patients with the highest and lowest number of notes.

Use this report to:

• Review documentation volume.
• Identify patients with potentially missing documentation.
• Compare note counts across patients.

Missing Patient Signature

The Missing Patient Signature Report identifies visits where the patient has not completed their required signature.

Use this report to:

• Identify missing patient signatures.
• Follow up on incomplete documentation.
• Maintain documentation requirements.

Post Discharge

The Post Discharge Report identifies patients who require a discharge note or confirms which patients already have one.

Use this report to:

• Track discharge documentation.
• Identify patients missing discharge notes.
• Ensure cases are properly closed.

Authorization & Insurance Reports

Patient Authorization

The Patient Authorization Report tracks acquired and pending treatment authorizations.

Use this report to:

• Monitor authorization status.
• Identify pending authorizations.
• Prevent treatment from being provided without the appropriate authorization.

Patients with Expiring Authorizations

The Patients with Expiring Authorizations Report identifies patients whose treatment authorizations are expiring or have already expired.

Use this report to:

• Identify authorizations requiring renewal.
• Prevent interruptions in treatment.
• Reduce the risk of denied claims.

Therapy Cap

The Therapy Cap Report helps clinics monitor patients who have insurance therapy caps.

Use this report to:

• Monitor therapy utilization.
• Identify patients approaching their insurance limits.
• Help prevent treatment beyond applicable insurance caps.

Patient Eligibility

The Patient Eligibility Report tracks eligibility reports generated to determine whether patients qualify for therapy coverage.

Use this report to:

• Review eligibility checks.
• Verify insurance eligibility.
• Identify potential coverage issues before treatment.

Compliance & Staff Management Reports

Compliance

The Compliance Report flags potential compliance concerns within the clinic.

Use this report to:

• Identify compliance issues.
• Address potential risks early.
• Maintain operational and regulatory compliance.

Expired Staff Documents

The Expired Staff Documents Report tracks staff documents such as licenses and registrations that have expired or require renewal.

Use this report to:

• Monitor staff credentials.
• Identify expired documents.
• Ensure required licenses and registrations remain current.

Audit Logs

The Audit Logs Report tracks changes made to patient information, notes, schedules, insurance, and authorizations.

Use this report to:

• Review changes made within the system.
• Maintain an audit trail.
• Investigate changes when needed.
• Support compliance and operational audits.

Scheduling & Visit Reports

Visits

The Visits Report provides a general overview of clinic visits and can be organized by date, therapist, patient, and visit type.

Use this report to:

• Review completed visits.
• Monitor visit activity.
• Analyze visits by therapist, patient, or visit type.

Visits by CPT

The Visits by CPT Report allows users to filter visits based on the CPT codes used during the visit.

Use this report to:

• Review services provided.
• Analyze CPT code usage.
• Support billing and utilization analysis.

Visits by Payer

The Visits by Payer Report filters clinic visits by insurance or payment method.

Use this report to:

• Analyze visits by payer.
• Monitor insurance utilization.
• Review payment-method trends.

Frequency Audit

The Frequency Audit Report tracks the frequency of visits between patients and therapists.

Use this report to:

• Monitor visit frequency.
• Compare actual visits with the patient's plan of care.
• Identify potential frequency discrepancies.

Reminder Status

The Reminder Status Report confirms reminders that have been created by staff.

Use this report to:

• Verify that patient reminders have been created.
• Monitor reminder activity.
• Support efforts to reduce missed appointments.

Therapist Productivity & Supervision Reports

Productivity

The Productivity Report helps clinics monitor clinician efficiency and productivity.

Use this report to:

• Evaluate clinician productivity.
• Monitor workflow efficiency.
• Identify productivity trends.
• Support financial and operational decision-making.

Session Time

The Session Time Report tracks the average amount of time spent during visits.

Use this report to:

• Monitor average session length.
• Evaluate therapist time utilization.
• Support scheduling and productivity analysis.

Clock In/Out

The Clock In/Out Report tracks when therapists start and end their visits.

Use this report to:

• Monitor therapist time.
• Verify visit duration.
• Support payroll and productivity tracking.

Supervision

The Supervision Report tracks supervised visits, such as visits where a PTA or COTA is involved.

Use this report to:

• Monitor supervised visits.
• Ensure supervision is properly documented.
• Support compliance with supervision requirements.

Pending Cosign

The Pending Cosign Report identifies notes created for visits involving a PTA or COTA that require a supervising therapist's cosignature.

Use this report to:

• Identify notes awaiting cosignature.
• Follow up with supervising therapists.
• Support supervision and documentation compliance.

Outcome Measures

Outcome Measures

The Outcome Measures Report provides objective data that can be used to evaluate patient progress over time.

Use this report to:

• Measure treatment outcomes.
• Monitor patient progress.
• Support treatment plan adjustments.
• Provide documentation that may be required by insurance providers.

Quick Reference

HelloNote Reports are designed to give clinics visibility into financial performance, patient care, documentation, compliance, scheduling, insurance, and staff productivity. By regularly reviewing the appropriate reports, clinics can identify outstanding tasks, prevent documentation and authorization issues, monitor financial performance, and maintain efficient day-to-day operations.