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Insurance Claim and Accounts Receivable Tracker for Clinics, Excel

Seven connected sheets that track every claim from submission to payment, and then show what is outstanding, how old it is, which payer is slow, and why claims are being denied.

Refund policy

Refunds within 30 days, for any reason. Reply to your receipt and the payment goes back in full. You keep the files; there is nothing to return.

$25

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What it looks like

Cover of Insurance Claim and Accounts Receivable Tracker for Clinics, Excel
The Summary sheet, whole, on one printed page. Eighteen claims counted by status, then billed, collected and outstanding, with outstanding aged over ninety days on its own line at 1,302.50. Below that four rates, one of which, the share of outstanding aged over ninety, is highlighted red at 23.1 percent because it passes the threshold set on the Settings sheet. Then six checks that all read zero, each with a sentence beside it saying what it catches, and a line at the foot stating that the file holds no patient name, date of birth, diagnosis or procedure code.
The Aging sheet. A total line above the header, then one row per insurer with outstanding money split across 0 to 30, 31 to 60, 61 to 90 and over 90 days, a total for each, and a share over ninety days that turns red when it passes the Settings threshold. Three of the five insurers are highlighted. The insurer names are read from the Payers sheet.
The Claims sheet, one row per claim, first printed page. A totals line sits above the header reading 8,155.00 billed, 2,527.50 paid and 5,627.50 outstanding. Under it, eighteen claims across eight columns: claim number, submitted date, payer, booking reference, amount billed, amount paid and status are typed, and outstanding is worked out. Statuses on show include Paid, Partially paid, Denied, Submitted and Resubmitted. Five more columns, denial reason and paid date typed, days outstanding, aging bucket and days to pay worked out, continue on the next printed page. Nowhere on the sheet is there a column for a patient name, a date of birth, a diagnosis or a procedure code.

What it does

What you get

One Excel workbook with seven sheets:

  • Start Here - How to use it in seven steps, inside the workbook.
  • Settings - Practice name, the as at date every aging figure is measured from, and the threshold at which an over 90 balance is flagged.
  • Payers - The insurers you bill.
  • Claims - One row per claim: claim number, submitted date, payer, your booking reference, amount billed, amount paid, status and denial reason. Outstanding, days outstanding, aging bucket and days to pay all work themselves out.
  • Aging - Outstanding money by payer across 0 to 30, 31 to 60, 61 to 90 and over 90 days, with each payer's share over 90 flagged when it passes your threshold.
  • Denials - Every denial reason counted, with the amount billed against each.
  • Summary - Claims by status, money billed against collected against outstanding, four rates, and six checks that should read zero.

Six statuses, kept apart on purpose. Submitted, Paid, Partially paid, Denied, Resubmitted, Written off. Partially paid is its own status because a claim paid at less than billed is not one you have finished with, and it is not a denial either. Folding it into Paid is how underpayment goes unnoticed for a year.

Every total is a formula. The file arrives with a sample of eighteen claims across five payers, including an over 90 balance and a timely filing denial, so you can see it working before you put your own numbers in.

It holds no patient information, by design

There is no column for a patient name, a date of birth, a diagnosis, a procedure code, an insurance member number or a phone number. There is nowhere to type one.

The identifiers are a claim number and your own booking reference. Both are your numbers, not a person's. A diagnosis or a procedure code would make this a record about somebody's health. A claim number does not.

Billing spreadsheets are where identifying information usually creeps in, because it feels useful at the time. Everything here works without it.

Who it is for

The practice manager or biller at a clinic with one to about ten providers: dental, chiropractic, physical therapy, veterinary, counseling or a small medical practice. It suits a practice that bills insurers and has no reporting on what is outstanding beyond a memory and a pile of remittances.

What it is not

It is not billing software and it does not submit anything. It does not connect to a clearing house, it does not check eligibility, it does not post remittances, and it holds no clinical record of any kind.

It makes no claim about any law or standard. What it does is described above: it tracks claim numbers and amounts you type in, and it contains no patient information.

You need Excel, or Google Sheets, to open it. Import instructions are in the guide.

Refunds

Refunds within 30 days, for any reason. Reply to your receipt and the payment goes back in full. You keep the files; there is nothing to return.