Reading reports

In the left sidebar, under Billing, click Reports. Use Reports to read operational and financial trends across visits, billing, patient balances, and claims. Reports are grouped into Activity, Revenue, Patient A/R, and, when insurance is enabled, Claims.

How do I choose a report and date range?

In the left sidebar, under Billing, click Reports to move between report groups and set the period for date-based reports. Check the date range before reading a number.

1. In the left sidebar, under Billing, click Reports.
2. Choose Activity, Revenue, Patient A/R, or Claims from the tabs.
3. Select the date range control in the top right when it is available.
4. Choose a quick range to apply it immediately, or select a custom start and end date on the calendar.
5. Select Apply for a custom range, or Cancel to close without changing it.

The active report refreshes for the selected range. The default range is Last 30 days. Quick ranges include Today, Last 7 days, Last 30 days, Last 90 days, Last 6 months, Last 12 months, Month to date, Last month, Year to date, and Last year.

Patient A/R is a live aging snapshot, so the date range control is disabled on that tab.

How do I read Activity reports?

In the left sidebar, under Billing, click Reports, then select Activity to see how visits move through the schedule and whether patients are returning for follow-up care.

1. Select Activity.
2. Set the date range you want to review.
3. Read Visit outcomes for Completed, Cancelled, No-shows, and Rescheduled counts.
4. Use Status breakdown, Top providers, and By provider to compare outcomes across providers.
5. Read Visit frequency for Total visits, Initial, Follow-up, and New-to-return ratio.
6. Use Visit mix, By provider, and Provider breakdown to compare intake and follow-up patterns.

The Completion column shows each provider's completed visits as a percentage of their total visits in the range. The Pattern label classifies provider mix as Intake-heavy, Mixed, or Retention-heavy based on the provider's initial-visit share.

How do I read Revenue reports?

In the left sidebar, under Billing, click Reports, then select Revenue to compare charges, payments, outstanding balances, and collections for the selected range.

1. Select Revenue.
2. Set the date range you want to review.
3. Read Revenue summary for Total charged, Collected, Insurance paid, and Patient payments.
4. Use Monthly trend when it appears to compare charged and collected amounts over multiple months.
5. Use Revenue composition, Top providers, By provider, and By month to see where charges, collections, write-offs, and outstanding balances are concentrated.
6. Read Collections detail for Total collected, Transactions, Avg. transaction, and Top method.

Collections detail also shows Daily trend, By payment method, and the Payment methods table. Report amounts display rounded to whole dollars for readability; exports retain full precision.

How do I read Patient A/R aging?

In the left sidebar, under Billing, click Reports, then select Patient A/R to review outstanding patient balances as of today. This tab is not controlled by the date range.

1. Select Patient A/R.
2. Read Total outstanding, Over 90 days, and Avg. balance.
3. If insurance is enabled, review In denial for denied claim amount and count.
4. Use Outstanding by age bucket to see balances in Current, 1–30, 31–60, 61–90, and 91+ buckets.
5. Use All or Over 90d to filter the By patient table. If insurance is enabled, you can also use With denials.
6. Review each patient's bucket amounts and Total.

When insurance is enabled, the table also shows Primary payer and Denials. Patients without an insurance payer show as Self-pay in the payer column.

How do I read Claims reports?

In the left sidebar, under Billing, click Reports, then select Claims when insurance is enabled for your practice. The tab combines a date-based claims status report with a live claims A/R aging report.

1. Select Claims.
2. Set the date range for Claims status.
3. Read Total claims, Total charged, Statuses tracked, and Top status.
4. Use By status and Statuses to compare claim counts, total charged, average charge, and share by status.
5. Read Claims A/R aging for Outstanding, Denied, Over 90 days, and Claims tracked.
6. Use Outstanding, Denied, or By payer in Aging buckets to switch the detail table.

Claims A/R aging is as of today and is not affected by the date range. Its age buckets are 1–30, 31–60, 61–90, and 91+ days.

How do I export a report?

In the left sidebar, under Billing, click Reports to use Export on a report section when you need the data outside Ona. Visit outcomes, Visit frequency, Revenue summary, Collections detail, Patient A/R aging, and Claims A/R aging can be exported as Excel spreadsheets or CSV files.

1. In the left sidebar, under Billing, click Reports, then open the report tab and section you want.
2. Set the date range if the report uses one.
3. Select Export.
4. Under Download as, choose Excel spreadsheet or CSV.
5. Wait for the file to download.

The button shows Preparing… while Ona creates the file. If an export fails, try again in a moment.

What can't I do here?

In the left sidebar, under Billing, click Reports. Access and report behavior are limited in these ways:

• Members with only the Clinician role do not have access to the operations Reports page.
• Patient A/R does not use the date range control.
• Claims appears only when insurance is enabled for the practice.
• Claims A/R aging is not affected by the date range.
• Claims status does not show an Export control.

Common questions

Why is the date range disabled on Patient A/R?

In Reports → Patient A/R, Patient A/R is a live aging snapshot of outstanding patient balances. It shows what is outstanding now, not what happened during a selected period.

Why don't I see the Claims tab?

In Reports, the Claims tab appears only when insurance is enabled for the practice.

Can I export every report?

In Reports, no. Export the sections that show Export. Claims status does not show an export control.

What should I check if a report is empty?

In Reports, check the active tab and date range first. Date-based reports show empty states when there are no matching visits, charges, payments, or claims in the selected range.

Why do dollar amounts look rounded?

In Reports, monetary values are rounded to whole dollars to keep charts and tables readable. Exported files retain full precision.