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Payment Related Reports

Click on a link below to learn more about a specific Payment related report!

The Payments Detailed Report

The Payments Detailed Report shows a detailed list of payments at the transaction level. This report shows the details behind all transactions, and includes a "Total" at the bottom that totals all payments in the report to help reconcile Flywire payments to the bank or to the provider's host system.

The Payments Detailed report includes the following default fields:

  • Provider (Health facility)
  • Department (Assigned per user OR IVR/Online/Payment Plan)
  • Sub Department (Optional field - Location)
  • Payment Method (Credit Card, Echeck, Cash, Manual Check)
  • Type (Credit/Debit)
  • Time (Date/Time payment was made - in PST unless the Time filter is enabled)
  • Amount
  • Transaction ID
  • Account #
  • Guarantor Name
  • System Username (Name of Back Office user who took the payment, if applicable)
  • Billing Name (Name of person who made the payment)
  • Manual Payment (Y/N) - If Y, this indicates that it was an automatic payment made towards a payment plan. If N, this indicates it was a manual payment made by the patient towards a manual plan or an ad hoc full/partial payment.

Who typically uses this report and why?

  • User profile: Lead and Manager users
    • Why? To check a user’s payment volume over time.
  • User profile: Front end and CSR users
    • Why? To pull up all of their payments for the day.  This can be used as an "End of Day" report.
  • User profile: Treasury and Cash Posting users
    • Why? To reconcile payments in Flywire to postings back to the host system or to bank deposits.

How to run this report:

  1. Log into the Staff Experience
  2. Click the Reports tab
  3. Select Payments Detailed from the Reports dropdown
  4. Set your filters (there is now a Manual Payment filter!)
  5. Click Run Report
  6. Click View or Download to view the report in the Action section

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Note: Time will show in PST regardless of your time zone unless the Time filter is enabled for your Provider.

 

How to use the Time filter (if enabled)

Some providers choose to enable the Time filter, so that they can filter on transactions within a specific time frame. This filter is not normally enabled unless it is requested. 

 

Note: The report runs in local time only if the provider has the time filter enabled, otherwise the times are reported in PST.

  1. Click on the Start Date filter
  2. Click the clock icon (at the bottom of the calendar widget)
  3. Set your time filter (HH:MM:SS)
  4. Repeat for End Date filter

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The Payments by User Report

The Payments by User report lets you review payments summarized (how many and how much) by Staff Experience user. This report totals up the # of transactions broken out by the form of payment (manual check, credit card, eCheck, cash, etc) and their dollar amounts.

 

The Payments by User report includes the following default fields:

    • Provider (Health facility)
    • Department (Assigned per 
    • user OR IVR/Online/Payment Plan)
    • Sub Department (Optional field - Location)
    • User Name (Staff Experience user)
    • # Credit Card Payments
    • Credit Card Total Payments
    • # Cash Payments
    • Cash Total Payments
    • # Echeck Payments
    • Echeck total payments
    • #PayPal Payments
    • PayPal Total Payments
    • #Debit Payments Debit Total Payments
    • # Manual Check Payments
    • Manual check Total Payments
    • #Total Payments 
    • Total Payments

Who typically uses this report and why?

  • User profile: Front end users/ CSRs
    • Why? To pull up a summary of all of their transactions for the day.  Similar to the Payments Detailed report, this can also be used as an "End of Day" report.
  • User profile: Managers
    • Why? To view high level transaction summary for their entire Department or Sub Department.

How to run this report: 

    1. Log into the Staff Experience
    2. Click the Reports tab
    3. Select the Payments by User report from the Reports dropdown
    4. Set your filters, such as your date range
    5. Click Run Report
    6. Click View or Download to view the report in the Action section

 

The Payments Summarized by Sub Department and Facility Report

The Payments Summarized by Sub Department and Facility report lets you review payments by Facility (Provider), Department, and Sub Department (if used), for each payment channel. 

This is a great report for customers that have different facilities with different banking structures or teams distributed across an entire health system with POS solutions.

 

The Payments by User report includes the following default fields:

    • Provider (Health facility)
    • Department (Online/Scheduled/IVR/Online/Payment Plan)
    • Sub Department (Optional field - Location)
    • # Credit Card Payments
    • Credit Card Total Payments
    • # Cash Payments
    • Cash Total Payments
    • # Echeck Payments
    • Echeck total payments
    • #PayPal Payments
    • PayPal Total Payments
    • #Debit Payments Debit Total Payments
    • # Manual Check Payments
    • Manual check Total Payments
    • #Total Payments 
    • Total Payments

Who typically uses this report and why?

  • User profile: Manager users
    • Why? To monitor overall payment volume to get a sense for how each location and payment channel is performing over time.

How to run this report: 

    1. Log into the Staff Experience
    2. Click the Reports tab
    3. Select the Payments Summarized by Sub Department and Facility report from the Reports dropdown
    4. Set your filters, such as your date range
    5. Click Run Report
    6. Click View or Download to view the report in the Action section

How to sort the report columns in Excel:

The report may not use the exact sorting priority that you are looking for. For example you may want to sort by Provider, Department, and/or Sub Department. Here is how to sort the columns in Excel.

  1. Click on a cell in the Excel file
  2. Click Sort & Filter
  3. Click Custom Sort
  4. Select what to sort in the Column dropdown
  5. Click the + button to add more sorting priority/criteria

 

The Account Balances Report

The Account Balances Report gives users a list of account balances. This report can be filtered to only shows accounts with a certain balance type (positive, zero, and negative), and aging bucket.

The Account Balances report includes the following default fields:

  • Account Number
  • Visit Number
  • Service Date
  • Processed Date
  • Revived Date
  • Aging Date
  • Visit Age
  • Amad
  • Dunning Level
  • Is On a Payment Plan (Y/N)
  • Visit Type
  • Location
  • Patient ID
  • Patient Name
  • Patient DOB
  • Guarantor Name
  • Guarantor DOB
  • Total Charges
  • Total Patient Payments
  • Total Insurance Payment
  • Total Discount Adjustments
  • Total Pending Insurance
  • Balance
  • Amount Due
  • Suppressed? (Y/N)
  • Unbalanced (Y/N)

How to run this report: 

    1. Log into the Staff Experience
    2. Click the Reports tab
    3. Select the Account Balances report from the Reports dropdown
    4. Set your filters, such as your date range
    5. Click Run Report
    6. Click View or Download to view the report in the Action section

The Lockbox Payments Report

 

The Lockbox Payments report lets you review all Lockbox payments sent in by guarantors to ensure they are able to match up to their corresponding account in Flywire for payment application purposes.

Each line in this report represents payments that are set at the patient account level.

Matched vs. Unmatched Payments:

All lockbox Payments will show in this report as either Matched or Unmatched to an account in Flywire. 

 If a payment is Matched, that means Flywire was able to find the account to send back for posting. 


 If a payment is  Unmatched that means the account was not found in Flywire, and the payment cannot be applied to an account and its related charges.

 

Who typically uses this report and why?

  • User profile:Cash Posting and Reconciliation Team users
    • Why? To make sure all patient payments are getting posted back to the host system without any errors.

      How:       Reconcile lockbox payments from the day before by running the report for the previous day.

How to run this report: 

    1. Log into the Staff Experience
    2. Click the Reports tab
    3. Select the Lockbox Payments report from the Reports dropdown
    4. Set your filters, such as your date range
    5. Click Run Report
    6. Click View or Download to view the report in the Action section

 

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