Commission Reports

AngelTrack's billing system can produce the data needed to calculate commissions for your salespeople and billers.

Dividing up the pie

This topic will be far easier to understand if you first refresh your memory about AngelTrack's Critical Dates for Accounting.


Commissions as a Flat Rate Per Call

Calculating commissions as a flat rate per call is easy, using the Taxes and Commissions Calculator, available under Billing home and Sales home.

The calculator has a variety of filters with which you can zoom in to the desired data set: it can filter by date of service, by priority (emergent / non-emergent), tag, originating facility, obligated facility*, and service level. The calculator will show you the number of calls that match the chosen filters.

Be sure to tick the ☑ Include dispatches that have not yet finished billing checkbox, so as to include calls that are still working their way through the billing office.

*The obligated facility is the facility -- if any -- selected in the "Bill to" section of the run ticket.

Paying flat rate commissions for specific facilities

If your salespeople "own" specific facilities, the calculator can zoom in on those facilities. Make sure you understand the difference between origin facility -- which is the location where the patient was picked up from or returned to -- versus the obligated facility which is a billing choice that is usually but not necessarily the same as the origin facility.

Note that the calculator is driven by facility records, which means your dispatchers must remain disciplined, always attaching the correct facility records to each run ticket.


Commissions as a Percentage of the Price Quote

Calculating commissions as a percentage of the price quote is similarly easy, using the Taxes and Commissions Calculator and its many filters.

Be sure to tick the ☑ Include dispatches that have not yet finished billing checkbox, so as to include calls that are still working their way through the billing office.

The calculator will show you the total charged amount, which is the retail price and service charges before adjudications by insurance carriers. If you calculate commissions after adjudications, then use the Total allowed price field instead.

Take note of the caveats given above about paying commissions for specific facilities.


Commissions as a Percentage of Cash Receipts

Calculating commissions as a percentage of cash receipts is tricky, because future bookkeeping could alter the amounts recorded in the past.

There are two reports in AngelTrack that organize data by the date of bookkeeping, rather than by the date received (i.e. the date printed on the check you got in the mail), or by the date of service:

Both reports allow you to calculate commissions based on monies that were processed during the time period, regardless of date of service and regardless of posting date*.

*Posting date (aka "Date received") is the date when money was legally received by the company. It is normal for billers to perform bookkeeping today for cash that was legally posted (but not yet booked) one or two weeks ago. Consequently, the posting date should not be used for commissions calculations: future bookkeeping could add debits or credits that posted in the past, necessitating a restatement of commission statements for that time period.


Commissions as Bounties for Insurance Coders

If you pay a bounty to the biller who coded and claimed the dispatch, the Taxes and Commissions Calculator has a filter to calculate that for you. Simply tick the ☑ Primary insurance claim was filed by checkbox and then select the desired biller from the dropdown list.

Give careful consideration to the ☑ Include dispatches that have not yet finished billing checkbox, because it is perilous. An unfinished dispatch can change its price, its contractual adjustment, or its balance at any time.

The calculator's data window is controlled by the activation times of the dispatches, not by any bookkeeping dates. Since there is inevitably some lag time between the date of service and the date your billers code and claim it, do not attempt to use the calculator against dispatches run in the past month. Allow a month to pass first, so that all runs can finish QA and get coded and claimed.

Normally, coder bounties are calculated as a percentage of the price adjudicated by the primary carrier. The calculator is ideal for this because it shows the total adjudicated prices returned by the carriers. If, however, you are calculating the bounty as a percentage of total cash received, then the calculator is not appropriate; instead you should follow the advice under "Commissions as a Percentage of Cash Receipts".


Downloading the Dataset

Both the Taxes and Commissions Calculator and the Payment Event Finder offer to download the dataset used for calculations, as a .CSV file suitable for import into Microsoft Excel. Just click the Export button, and the .CSV will be downloaded to your web browser.

Remember that the Taxes and Commissions Calculator looks only at dispatches that have either a price quote or a price allowed. Because AngelTrack uses lazy price quoting, dispatches will not be priced until after insurance has adjudicated the claim or the dispatch is attached to a committed AngelTrack invoice.

For more detail and dive-in ability, you can use the Master Billing Records to filter the same dataset. It has the same filters (plus many others) and so it can slice-n-dice the data by service, priority, date, and origin facility. From there you can make corrections as necessary, or export the grid, or even export the individual run reports in case there is a dispute.


Per-Patient Commissions

If you pay your salespeople commissions per patient, rather than per facility, then AngelTrack can help you calculate their commissions. However you will not use the Taxes and Commissions Calculator to do so.

Instead, you can calculate commissions using data exported by the Payment Event Finder, which can report monies received by date range, by patient name and DOB, by service level, and many other filters. The Export exported data-set contains all datafields necessary to perform the calculation in a spreadsheet application like Microsoft Excel™ or Google Sheets™.

Keep in mind the difference between the date of service versus the date received (aka the posting date) versus the bookkeeping date (i.e. the date that a biller actually booked a cash receipt). You should use the bookkeeping date when sales commissions are calculated as a percentage of cash reeipts, so as to avoid the possibility of under-payment or double-payment when retroactive bookkeeping is later performed.



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