Aloha reports can be used to track common Key Performance Indicators (KPIs) across billing, accounts receivable, service delivery, authorizations, supervision, and staff productivity.
Some KPIs can be viewed directly within an Aloha report, while others require exporting the report to Excel for additional calculations.
Reports:
AR Manager
Billing Ledger Report
Use the AR Manager when you want to review claim volume for a specific payer.
Open the Search dropdown.
Select either Billed Date or Service Date.
Enter the applicable date range.
Apply any additional filters as needed.
Review the total number of claims returned.
Use the Billing Ledger Report when you want to review claim volume across all payers.
Select the applicable parameters and generate the report.
Export the report to Excel.
Select the report data and create a PivotTable.
Add Primary Billed Date to Rows.
Add Claim ID to Values.
Change the Claim ID calculation to Distinct Count.
This will provide the number of unique claims billed and can be used to review claim volume by month.
Reports:
AR Manager
Billing Ledger Report
Denial Rate measures the percentage of claims that were denied during a selected period.
Calculation:
Denied Claims ÷ Total Claims × 100
To use the AR Manager:
Open the Search dropdown.
Select either Billed Date or Service Date and enter the applicable date range.
Filter by Status to display denied claims.
Export the results to Excel if additional calculations or analysis are needed.
Compare the number of denied claims to the total number of claims for the same date range to calculate the denial rate.
To use the Billing Ledger Report:
Select the applicable date range and filter the claim status to Denied.
Export the report to Excel.
Use Claim ID to identify the number of unique denied claims.
Note: The Billing Ledger displays claim information by charge line, so the same Claim ID may appear multiple times. Be sure to count each Claim ID only once when calculating the number of denied claims and total claims.
Reports:
AR Manager
Billing Ledger Report
Rejection Rate measures the percentage of claims that were rejected during a selected period.
Calculation:
Rejected Claims ÷ Total Claims × 100
To use the AR Manager:
Open the Search dropdown.
Select either Billed Date or Service Date and enter the applicable date range.
Filter by Status to display rejected claims.
Export the results to Excel if additional calculations or analysis are needed.
Compare the number of rejected claims to the total number of claims for the same date range to calculate the rejection rate.
To use the Billing Ledger Report:
Select the applicable date range and filter the claim status to Rejected.
Export the report to Excel.
Use Claim ID to identify the number of unique rejected claims.
Note: The Billing Ledger displays claim information by charge line, so the same Claim ID may appear multiple times. Be sure to count each Claim ID only once when calculating the number of rejected claims.
Reports:
Payer Aging Report
Payer Aging Details
AR Manager
Use the Payer Aging Report to review current outstanding balances by aging period.
Calculation:
A/R Over 90 Days ÷ Total A/R × 100
Add the outstanding balances in the applicable 90+ day aging buckets and divide that amount by total outstanding A/R.
Use Payer Aging Details when individual charge-line information is needed.
Report: Billing Ledger Report
Use the Billing Ledger Report to determine the percentage of claims that took more than 90 days to pay.
Include Claim ID, Primary Billed Date, and Primary Payment Date in the report.
Export the report to Excel.
Add a Days to Pay column.
Subtract the Primary Billed Date from the Primary Payment Date. For example, if the Primary Billed Date is in A2 and the Primary Payment Date is in B2, use:
=B2-A2
Apply the formula to the remaining rows.
Filter the Days to Pay column to show values greater than 90.
Count each Claim ID only once to determine the number of claims that took more than 90 days to pay.
Calculation:
Claims Taking More Than 90 Days to Pay ÷ Total Paid Claims × 100
Note: The Billing Ledger displays data by charge line, so the same Claim ID may appear multiple times. When calculating this KPI, count each Claim ID only once.
Reports:
Payment Ledger Report
Payment Ledger Details
Use the Payment Ledger Report to review payments received within a selected period.
For a more detailed breakdown, use Payment Ledger Details to review the charge lines to which payments were applied.
Tip: Export Payment Ledger Details to Excel and sum the Applied Amount column or create a PivotTable to analyze payments by client.
Report: Billing Ledger Report
Net Collection Rate measures the percentage of collectible revenue that was actually collected.
Calculation:
Payments Collected ÷ Contract Amount × 100
Use the Payment Ledger Report to determine payments collected during the selected period. Use the applicable billing report to determine the Contract Amount for the same period.
The important part is making sure both numbers use the same date range and that Contract Amount in Aloha truly reflects the collectible/allowed amount rather than the original billed charge.
Report: Service Appointment List
Session Completion Rate measures the percentage of scheduled appointments that were completed during a selected period.
Select the desired date range.
Export the Service Appointment List to Excel.
Use the Completed column to identify completed appointments.
Count the appointments marked Yes and compare them to the total number of appointments.
Calculation:
Completed Appointments ÷ Total Appointments × 100
Tip: To analyze completion by service or CPT code, create a PivotTable using Service Name and Completed.
Reports:
Appointment Cancellation Report
Client Service Summary
Use the Appointment Cancellation Report to review cancellation trends and identify staff or client cancellations.
For an overall cancellation rate:
Cancelled Appointments ÷ Total Scheduled Appointments × 100
Use the Client Service Summary when you need to review cancellation for individual clients.
Report: Staff Incomplete Appointment List
Use the Staff Incomplete Appointment List to identify appointments that have not been completed.
This can be monitored before running billing or payroll to identify outstanding appointments requiring staff follow-up.
Reports:
Authorization Summary
Authorization Summary by Month
Use the Authorization Summary to review authorization fulfillment across clients and services.
The report includes authorized, scheduled, completed, cancelled, and remaining hours that can be used to monitor utilization.
Use Authorization Summary by Month when authorization usage needs to be monitored against monthly limits.
Note: Selecting Prorate breaks down the available authorization hours based on the selected date range, showing how many hours are still available to use during that specific period rather than across the full authorization period.
Report: Expiring Authorizations
Use the Expiring Authorizations Report to identify authorizations expiring within the selected period.
The report can be generated for authorizations expiring within 30, 60, 90, 120, or 150 days and can be reviewed regularly to help prevent gaps in authorization coverage.
Report: Client Service Summary
Use the Client Service Summary to compare direct and supervision services for each client.
For organizations calculating supervision using 97155 and 97153:
97155 Hours ÷ 97153 Hours × 100
Aloha offers several reports that can be used to monitor supervision requirements and audit supervision activity.
Supervision Tracking Summary
Use this report to review supervision requirements across multiple RBTs and determine whether applicable supervision requirements were met for the month.
RBT Supervision Log
Use this report to review monthly supervision information for an individual RBT.
My RBT Supervision Log
Allows the logged-in RBT to review their own supervision information.
BCAT Supervision Log
Use this report to review detailed monthly supervision information for an individual BCAT.
BCAT Supervision Summary Report
Use this report for a summarized view of BCAT supervision by month.
My BCAT Supervision Log
Allows the logged-in BCAT to review their own supervision information.
Staff Supervision Log
Use this report to track supervision associated with qualifications outside of RBT or BCAT supervision.
Supervised Appointments
Use this report to review appointments where supervision was documented.
Service Appointment List
Use this report as an additional audit tool. The report includes a column indicating whether a supervisee was added to the appointment.
Use the Staff Productivity Report to review staff billing, service delivery, payroll, scheduling, and cancellations.
Key columns include:
Billing Summary: Billing Hours ÷ Scheduled Hours
Service Summary: Service Hours ÷ Scheduled Hours
Billing Hours: Total billing minutes converted to hours
Service Hours: Scheduled hours with a service attached, including cancelled appointments
Payroll Hours: Paid scheduled hours
Scheduled Hours: Total scheduled hours, including billable, non-billable, drive time, break time, and No Pay appointments
Cancelled Hours: Hours cancelled by staff or client
Unavailable appointments are not included in Scheduled Hours.
Use the same reporting period when comparing productivity across staff members or tracking changes over time.
Report: Client Staff Assignment
Use the Client Staff Assignment Report to view which staff members are assigned to each client.
The report can be used to review caseload by staff member or identify the number of staff assigned to a particular client.
Report: Appointment Billing Info
Use the Appointment Billing Info Report to review appointments before billing.
The report can identify appointments that are incomplete or missing information that needs to be corrected before billing.
Organizations can monitor the number of appointments requiring correction to identify recurring billing-readiness issues.
Use Appointment Duration Mismatch to identify sessions where scheduled appointment times differ from integrated session note times.
You can also require a session note at the payer level. In Payer Info, configure the payer to require one of the following before the appointment can be completed:
Integrated Session Note
Form
Document
This can help ensure required documentation is attached before the appointment moves forward in the billing workflow.
Report: Appointment Error Report
Use the Appointment Error Report to identify appointments containing validation errors.
Filter the report by staff member and date range to identify appointments requiring correction and monitor recurring validation issues.
Reports:
Profit and Loss
Staff Appointment List Financial
Use the Profit and Loss Report to compare payroll hours and rates with billable hours and rates.
The report can be used to review estimated profitability by client, staff member, payer, or service.
For appointment-level detail, use the Staff Appointment List Financial Report to review billing and payroll information, including expected profit and loss.
Note: Profitability is an estimate, particularly when salaried staff are involved. Payroll must also be processed for payroll information to populate in the Profit and Loss Report.
Use consistent date ranges when comparing KPI results over time.
Use a Distinct Count of Claim ID when calculating claim volume to avoid counting the same claim multiple times.
Review billing KPIs by payer when you need to identify payer-specific trends.
Export reports to Excel when additional calculations, filtering, or PivotTables are needed.
Use the same calculation method each reporting period so results remain comparable.
Review trends over time rather than relying on a single reporting period.
For additional information about the reports available in Aloha, see All Reports.