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      Percent Collected Report (PCC)

      See what percent of your billed amounts have been paid.

      1. About this report
      2. Turn on the Percent Collected Report
      3. Calculating the Percent Collected
      4. Using the report
      5. Common questions
      6. How to check the accuracy of the report


      1.  About this report

      • The Percent Collected Report tells you what percentage of your revenue has been collected (paid).  It appears on the Dashboard page.
      • It is available for companies who use PointClickCare.com (PCC), and have DataRelay enabled.  It is updated every 4 hours.
      • It's calculated by Date of Service (DOS).  We compare Revenue, AR, Credits and Writeoffs by DOS.  Therefore even if a payment is received many months after charge was posted (as revenue), the payment will be related back to the DOS in which the revenue was recognized.  
      • Here's a quick video of some of the features of the report:

       

      2.  Turn on the Percent Collected Report

      • First, connect PointClickCare DataRelay to ARP.
      • Then, send an email to workflows@arproactive.com with this information:

        What Payer Types do you use for financial reporting: regular or custom? 
          1. Meaning, do you use the regular Payer Types that appear in the PCC AR Aging for financial reporting (and the Percent Collected report)?  (This is common.)  If so, you don't need to do anything.  We will get the groupings of Payer Names into Payer Types from DataRelay.
          2. Or, do you use custom Payer Types (not like the PCC AR Aging) for financial reporting?  Meaning, your CFO or finance team uses customized groupings of Payer Names into Payer Types (which are different from how the PCC AR Aging groups them by default). (This is less common).  If so, please download and edit this Excel Spreadsheet to tell us the desired Payer Type for all Payers.  Then email to workflows@arproactive.com.

       

      3.  Calculating the Percent Collected

      • The formula is: Percent Collected = 

        PercentCollectedFormula.v.4

      •  where
        • Collectable Revenue = the sum of journal entries (JE's) that are classified as Revenue (meaning, no JE's that are AR or Writeoffs)
        • Aging Balance = the sum of JE Revenue + JE Writeoffs + Cash Aging
        • Credit Balance =  the sum of JE Revenue + JE Writeoffs + Cash Aging, that result in a negative total per row
        • Writeoffs =  the sum of JE's that have GL codes that are designated by you as Writeoffs 

      • In simpler language: the Percent Collected is all Collectible Revenue minus any  Aging Balance, Credit Balance or Writeoffs.  Then divide that by the Collectable Revenue.  For example
        • if your Revenue is $100, and your Aging is $5, then percentage collected is 95% = (100 - 5) / 100.  (Assuming Credits and Writeoffs are $0).
        • if your Revenue is $100, and your Aging is $80, then percentage collected is 20% = (100 - 80) / 100.  (Assuming Credits and Writeoffs are $0).

        • if your Revenue is $100, and your Aging is $80, and your Credits are -$5, and your Writeoff's are -$10 then percentage collected is 5% as follows:
                 = (100 - ( 80 - (-5) - (-10) ) / 100
                 = ( 100 - ( 80 + 5 + 10) ) / 100
                 = 5   / 100
                 = 5%
          • From the above example: Writeoff's do not contribute to the Percent Collected.  Because, although 15% of the Aging was removed from the balance, only 5% is considered actually collected. 
      • The calculation generates a percentage per Facility, per Payer Type, per Payer, and per Resident.

      • Overpayments (Credits):

        • We consider overpayments to be 100% collected, not greater than 100%.  For example:
          • For patient Jon Doe, in Jan 2023 you billed $100 and received $120. We show this as 100% collected. (Not 120% collected.)
          • For patient Jane Smith, in Jan 2023 you billed $100 and received $80.  We show this as 80% collected. 
        • In other words, we don't let overpayments "overflow" into another month, resident or payer.  (We do let overpayment "overflow" into another Referral Source.)

      • Net zero balances

        • Balances that are adjusted to $0.00 (i.e. that not written off or deleted) will show as 100%.
        • For example, if there is a resident with:
          • $100 revenue
          • $20 contractual allowance
          • $80  adjustment (i.e. a non-writeoff adjustment)
          • then the balance will show as 100% collected. 
        • In other words, if there were transactions (with collectible revenue) and now the collectible revenue $0: then we show 100% collected.

      4.  How to Use the report

      • Filtering

        1. Open the Dashboard page
        2. Expand the Filter sidebar
        3. Click to filter by Facility, Payer Type, and Payer.

        4. Click Ok.  The Percent Collected will automatically update.  
        5. Share your filter view: click Share filter view button.    This will place a link on your clipboard.  Paste it into a chat or email to a teammate to share what you see with them.
        6. Save your filter view: click Save filter view > give it a name > choose private or public > Click Save

      • Posting Periods:

        • Select the Posting Period Through dropdown to select which Month End Close period you want to see.  By default we keep the last 24 months of Posting Periods.

        • The Posting Period Through controls all the cash that are included, and all the adjustments that are included in the calculation of % collected.  It includes all cash and adjustments up the end of the selected Posting Period.  And reports them by Date of Service (DOS).  So the report accounts for revenue adjustments to prior periods.
        • For example,
          • in January you post $1,000 of Medicare revenue for January DOS
          • in February you collect $500 for January DOS
          • in March you adjust it to $1,200 of Medicare revenue for January DOS
          • in April you collect $700 for January DOS
          • If you then select Posting Period Through for past months, you will see these percentages:
            • posting period through January: 0% collected
            • posting period through February: 50% collected
            • posting period through March: 41.6% collected ( = 500 / ( 1000 + 200 ) )
            • posting period through April: 100% collected

      GL numbers used for write-offs:

      • Tell our system which General Ledger (GL) codes you use for Writeoffs.  You can get this information from your AR or accounting department. (If you don't know the GL codes that are writeoff's, we can still run the Percent Collected report, but it will not be completely accurate. )
      • Only include codes for Writeoffs that are both uncollectable and non-reimbursable.  We use this information to correctly calculate the Percent Collected.  We also check if the Transaction Type code is "X (W)" to know if it's a writeoff.
        • If the write-off GL is used in revenue transactions (under Payer Setup in PCC), then it will not be treated as a write-off (auto-write-off).  For example, a therapy payer that you automatically write-off. 
        • If the write-off GL is used in cash transactions (under Bank Account Setup in PCC), then it will not be treated as a write-off.  This should be very uncommon.
      • To enter GL codes you use for Writeoffs:
        1. Go to Settings > Percent Collected Report
        2. Enter the GL codes
        3. Click Save

        4. Go the Dashboard > Percent Collected to see the updated calculations 4 hours later.  You will also see your current GL writeoff codes appear in the Filter side panel.


      Select multiple metrics

      • In the Show me section, hold the Ctrl on your keyboard and select multiple metrics.  This will allow you to view them side-by-side at the same time, instead of flipping between them. 
      • For example, press Ctrl and then click on "Revenue ($)" and "Cash Collected ($)" to compare them side-by-side.  See the snip below.

      Referral Sources: -- BETA (ticket AW-4781)  --

      • The report associates all transactions with the first AA (Actual Admit) (not the RA (Readmission)) for that patient.
      • Transactions for DOS after subsequent AA's will be associated those later AA's.
      • In order for the reporting to be accurate, we make the following assumptions:
        • The Facility must correctly identify  AA's vs. RA's.  In other words, when the responsible referral source changes, a new AA must be entered by the Facility.
        • If the Facility incorrectly identifies an AA vs. RA, they can fix it in PCC, and the correction will “flow” to the ARP > Percent Collected.
      • Limitations of reporting by Referral Source:
        • If there are two or more AA's in a single month, there were will likely be credits on the 2nd AA for that month. 
        • If the Facility incorrectly defines who the referral source is, then the numbers will be inaccurate.

       

      5.  Common questions

       

      1. How do I see the Month's instead of Quarter's?
        1. Right click on any Quarter (or Year heading), then click "Expand to next level" to show months.
      2. Do Writeoff's affect the Percent collected?
        1. No, more detail here.
      3. When is the data updated on the report?
        1. It is updated every 4 hours.

      4. How do I see the transactions that make up each percentage?
        1. To see the underlying data that makes up a percentage, right-click on a cell, and select Drill down > Underlying data.
      5. Does the report account for revenue adjustments to prior periods? 
        1. Yes, more detail here.
      6. How does the report handle writeoff's to Medicare Cost Report bad debt (not real write offs where there is no payment whatsoever)?
        1. The report shows it as 100% collected. Although from a reimbursement perspective, you’re only getting 65%, the revenue cycle job is 100% complete.
        2. Regarding Managed Care Coinsurance - Private which does not go to the "cost reportable", you should label it with the  GL (General Ledger) to the regular writeoff account, and will then count as a writeoff in our report.

      6.  How to Check the Accuracy of the Report

      To confirm that the Percent Collected report is accurate, compare it with PointClickCare.com reports. Here’s how:

      1. In the Percent Collected Report, pick a closed month and Facility

        To check the displayed values accuracy, you’ll need to pick a month that is closed in PointClickCare and filter out the current open month to eliminate differences due to recent transactions posted on an open month.

        1. In the ‘Show me’ views selector, click on ‘All Metrics’ to go to the All Metrics view.
        2. Once in the All Metrics view, in the ‘Posting Month Through’ selector on the top right corner of the report, select the last closed posting month. In our example, we’ll be selecting September 2025, since this test is being done in October 2025.
        3. In this graph, pick the closed month and the facility you will use to check the accuracy. For this explanation, we’ll be selecting Sept 2025 for ‘Rehabilitation and Nursing’.
        4. In the example above, the metrics for Jun 2025 are:
          1. Revenue: $995,685
          2. Cash Collected: $115,361
          3. Writeoffs: $2,095
          4. Debit Bal (which is AR in our individual metrics view): $887,466
          5. Credit Bal: $9,237
          6. Percent: 10.7%
        5. Notes:
          1. These $ values are rounded to the nearest whole number.
          2. To validate these individual metrics, we’ll look only at the value as an absolute. Some of these values are negative, which will be important to validate some metrics such as AR or Percent Collected.

      2. Run the Transaction Report for the selected month:

        We’ll need to export this report from PointClickCare.com, which will allow us to validate the Revenue, Cash Collected and Writeoffs metrics.
        1. PCC > open the same Facility (not the Management Console)
        2. Go to Reports > Transaction Report
          1. Print Report by: select Service Date
          2. Date Range: select the date range from the selected month. Since we picked Sept 2025, we’ll set the date range from 09/01/25 to 09/30/25.
          3. Leave resident blank, and use the default report settings. Make sure the Report format  is set to CSV.
          4. Click on Run Report

      3. Check the accuracy of each metric

        1. Cash Collected ($):

            1. Open the CSV file exported on Step 2 in Excel: In order to get the Cash for this month, you’ll need to filter every transaction that's not labeled as Cash (represented as Type “C”).
              1. Turn on a filter (highlight any cell in the row 1 then click Data > Filter)
              2. On Column Q "Type"’s filter include (check): C.
              3. On Column F "Posting_Date" filter out (uncheck) the latest open month. In this example: October 2025.
              4. Add the values in Column U "Amount" by clicking on the column header to highlight all the values.
              5. This value rounded should match with the one checked in step 1 ($115,361), which confirms the Cash Collected’s accuracy.
          • Revenue ($):
            1. Open the CSV file exported on Step 2 in Excel: In order to get the Revenue for this month, you’ll need to filter out the cash transactions (which are represented as Type “C”), and the writeoff transactions (which will depend on whether your company has set GL Codes for them or not).
            2. Check if you have GL codes set for writeoffs. To see this, go to the Settings > Percent Collected page.
            3. If you have GL codes set, Writeoffs will be represented by the transactions with the GL Codes you’ve previously supplied AND also have not been labeled or been labeled as Type “X”, so do as follows:
              1. Turn on a filter (highlight any cell in the row 1 then click Data > Filter)
              2. On Column Q "Type" filter out (uncheck): Blanks, C
              3. On Column F "Posting_Date" filter out (uncheck) the latest open month. In this example: October 2025.
              4. On Column V "GL_Accounts" filter out (uncheck) the GL Codes you supplied on the Settings > Percent Collected page. If none appear, continue.
              5. Add the values in Column U "Amount" by clicking on the column header to highlight all the values.
              6. When rounded to the nearest whole number, this value should match with the one checked in step 1, which confirms the Revenue’s accuracy.
            4. If you do not have GL codes set for Writeoffs, Writeoffs will be represented by the transactions with your defined Charge Codes for Writeoffs, so do as follows:
              1. Turn on a filter (highlight any cell in the row 1 then click Data > Filter)
              2. On Column Q "Type" filter out (uncheck): Blanks, C
              3. On Column F "Posting_Date" filter out (uncheck) the latest open month. In this example: October 2025.
              4. On Column I "Charge_Code" filter out (uncheck) the Charge codes set for writeoffs by your company. You can check these codes by following the next flow:
                1. PCC > open the same Facility (not the Management Console)
                2. Go to Admin > Setup, and under Billing Setup, select Charge/Adjustment Codes
                3. Choose “Write Off/Bad Debt” as a parameter for the Charge/Adj. Category selector
                4. The Charge Codes shown in the table will be the ones you’ll need to filter out on Column I "Charge_Code".
              5. Add the values in Column U "Amount" by clicking on the column header to highlight all the values.
              6. When rounded to the nearest whole number, this value should match with the one checked in step 1 ($995,685), which confirms the Revenue’s accuracy.
          • Writeoffs ($):
            1. Open the CSV file exported on Step 2 in Excel: Filtering the Writeoff transactions for this month will depend on whether your company has set GL Codes for them or not.
            2. If you have GL codes set, Writeoffs will be represented by the transactions with the GL Codes you’ve previously supplied AND also have not been labeled or been labeled as Type “X”, so do as follows:
              1. Turn on a filter (highlight any cell in the row 1 then click Data > Filter)
              2. On Column Q "Type" filter in (check): Blanks, X
              3. On Column F "Posting_Date" filter out (uncheck) the latest open month. In this example: October 2025.
              4. On Column V "GL_Accounts" filter in (check) the GL Codes you supplied on the Settings > Percent Collected page. If none appear, that means you have no writeoffs for the selected month.
              5. If any of the supplied GL Codes appears on Column V, add the values in Column U "Amount" by clicking on the column header to highlight all the values.
              6. When rounded to the nearest whole number, this value should match with the one checked in step 1, which confirms the Writeoff’s accuracy.
            3. If you do not have GL codes set for Writeoffs, Writeoffs will be represented by the transactions with your defined Charge Codes for Writeoffs/Bad Debts, so do as follows:
              1. Turn on a filter (highlight any cell in the row 1 then click Data > Filter)
              2. On Column Q "Type" filter in (check): Blanks, X
              3. On Column F "Posting_Date" filter out (uncheck) the latest open month. In this example: October 2025.
              4. On Column I "Charge_Code" filter in (check) the Charge codes set for writeoffs by your company. You can check these codes by following the same flow shown on revenue’s accuracy check.
              5. If any of these Charge Codes appears on Column I, add the values in Column U "Amount" by clicking on the column header to highlight all the values. If none appear, that means you have no writeoffs for the selected month.
              6. When rounded to the nearest whole number, this value should match with the one checked in step 1 ($2,095), which confirms the Writeoff’s accuracy.
          • AR ($):
            1. To verify the accuracy of the displayed AR value, we are going to make a calculation based on the next formula:
            2. The variables used in this formula have already been verified with the CSV file exported on Step 2 (Revenue, Cash, Writeoffs). Due to complex validation, we’ll use the Credit Balance found directly in our Percentage Collected Report.
            3. In this example, we got $995,685 in our Revenue validation, -$115,361 in our Cash Collected validation, -$2,095 in our Writeoffs validation and -$9,237 for the Credit Balance. For this calculation to work, negative values are important, so our calculation would be as follows:



            4. This final calculated value should match with the one checked for “Debit Balance” in step 1 ($887,466), which ultimately confirms the accuracy of this AR metric.
          • Percent Collected (%):
            1. To validate this final metric, we’ll make use of the metrics previously validated in order to calculate manually the percent collected and verify its accuracy in relation to the one displayed in the report.
            2. Follow the formula stated here, which is as follows:
            3. Some of these variables share names with ours (e.g. Revenue, Writeoffs), but we’ll need to replace as follows:
              1. Aging Balance - Credit Balance ← AR (or Debit Balance)
            4. Which would result in this final formula:
            5. Note: For this formula negative values are important, so after replacing with our example’s values:



            6. After rounding this value to the nearest tenth, the obtained value should match with the one checked in step 1 (10.7%), ultimately validating the accuracy of this metric and this report overall.