For companies that bill Medicaid by claim, several billing reports include claim charges and balances alongside invoices. This guide gives an overview of which reports include claims, what each one shows, and how claim balances age on the Aging Report.
About Claims in Reports
Claim columns, badges, and totals appear only for companies with Medicaid Billing turned on. For all other companies, these reports look and total the same as always. To learn more, see Medicaid Claims Billing Reference Guide.
Across reports, a blue CLAIMS badge marks payer types that bill by claim.
| Report | What it shows for claims | When to use it |
|---|---|---|
| Aging Report | Claim balances by aging bucket, plus an Unsubmitted amount for days not yet on a claim | Month end, collections follow-up |
| Resident Ledger | Claim charges with a CLAIMS badge, and an ending balance split into Private Pay and Claims | Reviewing one resident’s account |
| Billing Transaction Details | Claim charges alongside invoice charges, with the CLAIMS badge | Reviewing charges for a date range |
| Resident Charge Card | A Claim Charges column for billing items billed by claim | Monthly review of each resident’s repeating charges |
| Bill Hold | Held claim charges, days accrued, and time on hold | Following up on pending waiver paperwork |
| GL Transactions | Claim Charge and Claim Payment entries | Reconciling the general ledger |
Aging Report
On all three tabs, the Aging Report shows claim charges alongside invoice balances, with claims payer types marked by a blue CLAIMS badge.
- Unsubmitted: Claim charges that have posted but haven’t been exported on a claim yet. They don’t age. A large amount means days are waiting in the Billing Queue.
- Aging buckets: Once exported, claim charges age in the same 0-30, 31-60, 61-90, and 90+ Days columns as invoices, starting from the date the claim was created.
- Balance: Includes claim charges.
To see what a payer has paid, check the batch’s Paid column on the Medicaid Billing Export tab, or the resident profile Claims tab. See How to Check a Resident's Medicaid Claims Status.
Tip: On printed and Excel reports, Unbilled AR means unapplied credits, not unsubmitted claims.
Aging Report Troubleshooting
| Issue | Troubleshooting Step |
|---|---|
| A claims payer type is missing from the Aging Report, or its balance is lower than expected | Uncheck Only Exported GL Transactions. When it’s checked, claim charges not yet exported to your accounting system are left out. |
| Include Transactions Pending Approval doesn’t change claim amounts | No action needed. Claim charges never wait for approval. |
| The 180+ or 365+ Excel export shows a lower Balance than the screen | Use the on-screen report or Export To Excel > 90+. The 180+ and 365+ exports include invoices only. |
| A past As of Date shows days under Unsubmitted instead of an aging bucket | No action needed. Days taken off a claim (Return to Queue, Delete Batch, or Void) count as Unsubmitted until they’re exported again. Balance is unaffected. |
| A resident shows $0.00 in every aging bucket | No action needed. Their claim charges haven’t been exported yet, so the full amount shows under Unsubmitted. |
| A paid claim still shows in an aging bucket | The Aging Report shows claim charges by age. To confirm payment, check the batch’s Paid column on the Export tab, or the resident’s Claims tab. |
Resident Ledger
For residents billed by claim, claim charges show a CLAIMS badge, and the Invoice column is labeled Reference. The ending balance is split into Private Pay and Claims, and an unsubmitted claim balance is shown separately. Entries are grouped by month.
Tip: The Resident Ledger and the resident’s Claims tab use the same claim status labels. See How to Check a Resident's Medicaid Claims Status.
Transaction Details
Claim charges appear alongside invoice charges, with the payer type badged CLAIMS. Claim rows show the payer type rather than a payer contact, since claims are billed to the payer type.
Resident Charge Card
A Claim Charges column totals each resident’s charges for billing items billed by claim, alongside the invoice billing columns.
Bill Hold Report
Lists claim charges on hold, with days accrued and time on hold. For details, see How to Hold and Release Medicaid Claims.
GL Transactions
Shows claim postings as Claim Charge: Added, Claim Charge: Edited, Claim Charge: Deleted, and Claim Payment: Added. For what each one means, see How Medicaid Claims Post to the General Ledger.