Question

How do I filter the details in the Payments Activity to generate a Payments Report so that I can reconcile my receipts in my Practice Management Software? (PMS). 

Solution

The Payment Activity section of HotDoc Reporting provides an overview of all paid and refunded transactions made through HotDoc, in order of the date the patient's card was charged. 

The filters allow you to refine your results by date, time, practitioner, payment status and type, as well as generate a CSV for the specific filtered query.

How to use the Payment Activity Reporting

1. Log in to the Dashboard and go to Payments > Reporting > Payment Activity.
   By default, you will see all patients charged within the last 7 days, alongside the subtotal charged, fees and net generated from these payments. 
   
   
   
   
2. You can then use the filters to refine your query, to match the way you reconcile your payments in your PMS: 
   • Select the charged date filter to choose a start and end date and time (To filter for the same date, select the same day twice)
     
     
     
     
   • To filter by specific practitioners, select the Practitioners filter then check the box next to the specific practitioners names (Alternatively, don't check the boxes to view all practitioners and payments):
     
     
     
     
   • You can use the Payment Status filter to refine results by completed and/or refunded payments:
     
     
     
     
   • The Payment Type filter allows you to choose the type of payment request, either bookings stored card (automatic/manual card details request), or a payment request (immediate charge/adhoc request):
     
     
     
     
   • You can view payments depending on whether you've marked them as reconciled or not, by selecting Reconciled and choosing one of the options:
     
     
     
     
3. You will then see an overview of the patients payments and an overview of the funds, within the filtered query:
   The image below is an example of payments and total funds within the date range (27/10/2022-27/10/2022)
   
   
   • Subtotal Charged:The total patient's were charged via HotDoc minus any refunds (within the filtered date range)
     
   • Subtotal Fees:The total processing fees deducted from the charge (within the filtered date range)
   • Subtotal Net: The total to be payed out into your bank account (within the filtered date range)
     

     The subtotal figures will play an important role with how you can reconcile your payments, depending on how your practice handles the processing fee. Please see the articles below for more information: How do I reconcile my Payments if my practice absorbs the processing fee? How do I reconcile my payments if I pass on the processing fee to patients?

     
     
4. You can select the arrow next to the patient's payment to view their appointment date/time and the type of payment:
   
   
   
   
5. Now that you have filtered your report to match the way your practice reconciles payments, please see our recommendations on how to reconcile here How do I use HotDoc payments to reconcile my receipts in my Practice Management Software?