Reports

This is a high-level summary of the various reports provided by Fieldworker.

Insights

This guide provides an overview of the Reports module in Fieldworker. This page serves as your central hub for auditing claims, tracking financial performance, and monitoring agency operations.

1. Overview

The Reports page is organized into a sidebar with categorized folders, allowing you to quickly filter through different types of data. Your favorite reports are always available and visible from the landing page.

Categories:

• Favorites: A personalized list of your most-used reports for quick access.

• Custom Reports: Tailored reports built to specific agency requirements.

• Administration: High-level overview of agency health and compliance.

• Time Management: Data focused on staff hours, schedules, and EVV.

• Billing: Comprehensive tracking of claims, authorizations, and revenue.

• Company: General agency data and customer lists.

• BI Dashboards: (Premium) Visual data analytics and trend charts.

• Report Scheduler: Tools to automate report delivery to your email.

2. Key Billing & Financial Reports

These reports are essential for tracking the lifecycle of claims processed through the claims.io clearinghouse.

Report Name	Purpose	Format
Claim Collection Report	Tracks the status of submitted claims and identifies outstanding balances.	PDF / View
Billing Transaction Report	Provides a detailed log of every billing action, payment, and adjustment.	PDF / View
Prior Auth Utilization	Monitors how many units/hours remain on a client's authorization to prevent overages.	PDF / View

3. Operational & Payroll Reports

Use these to manage your workforce and ensure service delivery compliance.

• Active Customer Report: A real-time list of all clients currently receiving services, useful for census tracking.

• Payroll Report: Aggregates billable hours from verified timesheets and EVV data to streamline staff payments.

Reports & Analytics: Best Practices Master Guide

To get the most out of the Reports module, your agency should move from reactive reporting (looking for data only when asked) to proactive monitoring. This guide summarizes the best ways to utilize the dashboards and reports we’ve documented to ensure financial health, compliance, and high-quality care.

1. The "Three Pillars" of Daily Operations

To maintain a high-functioning agency, assign these specific checks to your team's routine:

• Compliance (Daily): Use the EVV Dashboard to identify "Visits Not Yet Checked In." Catching these in real-time prevents service gaps and ensures your agency meets state verification mandates.

• Case Management (Weekly): Case Managers should filter the Units Dashboard by their specific clients. If a client’s "Units Used" is significantly lower than "Units Approved," it’s time to investigate barriers to care.

• Financial Health (Bi-Weekly): Review the Financial Dashboard and Payroll Report together. Ensure your "Expected Revenue" (work performed) is closely tracking with your payroll liabilities to maintain healthy cash flow.

2. Maximizing Data Integrity

Your BI Dashboards are only as good as the data entered into the system. Use the dashboards to spot "holes" in your documentation:

• Profile Audits: Regularly check the Demographics Dashboard for "Unknown" Race, Ethnicity, or Diagnosis codes. Missing data here can lead to claim denials or issues during state audits.

• Documentation Consistency: On the Employee Dashboard, compare "Tasks Created" against "Notes Created." If an employee has 20 tasks but only 5 notes, they are out of compliance.

3. Leveraging Automation

Don't let critical data sit idle. Use the Report Scheduler to put your data on "Autopilot":

• The Monday Morning Brief: Schedule the Company Dashboard to be sent to ownership every Monday. This provides a clear picture of growth (New Customers) and retention (Employees Left) without needing to log in.

• The Compliance Safety Net: Schedule the NJ Consolidated Debarment Report to be sent to your HR lead monthly. This ensures you never miss a state-level exclusion that could put your licensing at risk.

4. Strategic Growth & Utilization

Use the Units Dashboard and Procedure-Specific Reports to make business decisions:

• Formula for Capacity: To calculate if you need to hire, use the logic:

  $$\text{Utilization \%} = \left( \frac{\text{Units Used}}{\text{Units Approved}} \right) \times 100$$

• Action: If a specific service (e.g., Habilitation) consistently shows >90% utilization, it is time to recruit more staff for that specialized role.

5. Audit Preparedness

When an auditor arrives, you should be able to produce records in seconds:

• Favorites: Use the Star icon on the Reports tab to pin the Payroll, Debarment, and Service Reports.

• PDF Exports: Never wait for an audit to start. Periodically export the NJ Consolidated Debarment Report as a PDF and save it in your agency's "Compliance" folder as a timestamped record of due diligence.

Pro Tip: Treat the BI Dashboards as your "check engine light." If a chart looks unusual (like a sudden spike in "Visits Checked-in but Not Checked-out"), drill down into the tabular data immediately to resolve the issue.