The Insurance Payment Report provides a detailed overview of insurance payments that have been collected or posted within a selected date range. It is commonly used by billing managers, accountants, and administrative staff to support tasks such as: 

• End-of-month reconciliation: Compare expected versus received payments to ensure accuracy.
• Financial review: Analyze revenue trends, verify reimbursement amounts, and track cash flow.
• Audit preparation: Identify discrepancies, unusual payment patterns, or missed postings.
• Insurance performance tracking: Evaluate payment timelines and effectiveness of claims submission processes.
• Targeted analysis: Review payments for specific insurers, patient types, or services to inform operational decisions.

The report displays payment information at a line-item level, allowing users to see exactly how payments were applied to individual claims, providing transparency and supporting accurate financial tracking.

Create an insurance payment report

To begin, click Reports, then chose All. 

Click Customize Your Own Report within the Custom Reports section.

From the Report Type dropdown menu, choose Insurance Payment Report.

Select the Payment Date Type from the drop-down menu, which includes:

• Payment Date – the date the payment was issued
• Posted Date – the date the payment was posted to a charge
• Service Date – the date the patient was seen

The chosen date type determines how the report retrieves insurance payments for the period selected in the next step.

Choose a timeframe for the report from the Report Period dropdown menu. Each option determines the period of data the report will include:

• Custom – allows you to enter a specific date range for the report using the Date From and Date To fields.
• Today – includes only payments or transactions from the current day
• This Week-to-Date – includes payments from the start of the current week up to today
• Last Week – includes payments from the previous full week
• Last 7 Days – includes payments from the last seven days, including today
• This Month-to-Date – includes payments from the first day of the current month up to today
• Last Month – includes payments from the previous full month
• Since 31 Days Ago – includes payments from the last 31 days, including today
• Last Quarter-to-Date – includes payments from the start of the current quarter up to today
• Last Quarter – includes payments from the previous full quarter
• Since 90 Days Ago – includes payments from the last 90 days, including today
• This Year-to-Date – includes payments from the start of the current year up to today
• Last Year – includes payments from the previous full year
• Since 365 Days Ago – includes payments from the last 365 days, including today

The report name will automatically be set as Insurance Payment Report, along with the date and time the report was generated. To make it easier to identify reports in the queue, you can customize the name by typing directly into the Report Name field.

Generate the report

Click Run Report to generate the report based on your selected criteria. 

The report will be added to the Report Queue with a Pending status. It will change to In Progress while the data is being retrieved and will update to Completed once the report is ready to view. Use the Refresh icon to reload the table and see the most up-to-date status of all generated reports.

The report typically becomes available within a few minutes. Once the status changes to Completed, click View Report to access it.

Understanding the report

The details displayed at the top of the report reflect the criteria selected at the time the report was created. This includes key parameters such as the Report Name, the chosen Date Type, and the specified Date Range (Date From and Date To). These fields provide a clear summary of the filters applied, helping ensure the data shown in the report aligns with the intended scope and timeframe.

The Insurance Payment Report displays only insurance payments that are linked to an encounter and consists of line item–level details for all payments that meet the selected search criteria. To include unposted payments, select the Include Unposted Payments checkbox. This will display any unposted insurance payments that match the report criteria.

Columns

The report includes more than fifty columns of detailed information, each providing insight into payment activity, patient details, claim information, and financial data. In addition, you may also add or remove columns.

Click on the Columns icon to add or remove columns. Available columns include Insurance Name, Patient Name, Payment Amount, Posted Amount and many more. 

You have the option to organize the columns in the order that best works for you by clicking on the columns and dragging them left and right.

Grouping

Grouping allows you to organize the data in the grid by a specific column. By grouping, records with the same value are clustered together into sections, making it easier to identify patterns, compare related data, and quickly navigate large datasets.

To group the grid, click and drag a column name into the top section of the grid. 

You can group multiple columns by dragging and dropping them into the top of the grid in the order you’d like the grid grouped. For example, dragging the Insurance Name column groups all entries by insurance provider, making it easier to see payments organized by insurer. Adding additional columns for grouping further breaks down the data for more granular analysis.

Filters

Filters are used when you need to narrow down the data displayed in the grid to only the records that meet specific criteria. This is especially helpful when working with large datasets, as it allows you to quickly focus on relevant information, identify trends, and reduce clutter for more efficient analysis.

You can filter a column by clicking on the filter icon within the column header. For example, you can filter the Insurance Name column to display only records for a specific payer, such as “Blue Cross Blue Shield,” allowing you to quickly review or analyze claims associated with that insurer.

You can also hover over the magnifying glass icon beneath the column header to view additional filtering options, such as Contains, Does Not Contain, Starts With, Ends With, Equals, and Does Not Equal. For example, if you want to find all records where the Health Insurance Type contains the word “Care,” select “Contains” and enter “Care.” The grid will then display only the records that match your criteria.

Favorites

Favorites allow you to save a report in your preferred view so you can quickly return to it without reapplying filters or settings each time. This is especially useful when you frequently access the same data or need consistent views for your work. 

Click on the Favorites icon and add a favorite. 

Enter a clear, descriptive name for your Favorite so you can easily recognize it later, then click Save. For example, if you’ve filtered a report to show only Medicare patients, you might name the Favorite “Medicare View” to quickly access that filtered report in the future.

If you want a Favorite to load automatically whenever you open the report, you can set it as the default. To do this, select the desired Favorite from the Set initial default dropdown list, then click Save. Once set, this default Favorite will automatically apply its filters, layout, and settings each time you access the report, saving you time and ensuring a consistent view without needing to manually select it every time.