Year End Procedures

At the end of year there are some procedures you may want to perform.  Read the information below and follow the steps that are applicable to you. Before you begin, make sure you know which major version of Practice Manager (or Billing Manager) you are running.  The version will be shown in the title bar (at the top) of the program. The first digit of the version number is the major version. It will be a 7, 8 or 9.

1. Fiscal Year End

If December 31 is your Fiscal Year End you will need to complete the following fiscal year end steps:

  1. Run an Accounts Receivable Report in detail format on your last working day of the year.
  2. Run an Accounting Summary Report in summary format. Run the report for the full fiscal year (the last 12 months).

Run these reports even if you have not finished entering all of your current year's Billing.  In Version 8 and 9, these reports are accessible from the Accounting, Accounting Reports menu item.

** If you are on Version 9, you can open the Help files and search for 'Fiscal Year End' to find more detailed information (click on the Help menu item and choose search).

2. Referral Report

 If you wish to have a record of your referral totals for the year follow these steps:

Version 9:

 Execute the following steps before January 1st 2015:

  1. Click on the ‘Reports’ menu item at the top of the Practice Manager program.
  2. Choose the ‘Custom Reports’ option
  3. In the list of reports on the left, look for a report called 'ReferralsInDateRange'. If this report is listed, select it and move to step 8 below. 
  4. If the 'ReferralsinDateRange' report is not listed, then, on the Custom Reports screen, click on the ‘Query’ option in the top left and choose ‘New’
  5. Click on the item named ‘Doctor_List’ in the list that appears and then press the ‘Select’ button.
  6. The next screen that appears will give you a list of the information you can choose to include in your referral report. Move the items you wish to see in your report to the ‘Selected’ box on the right hand side by selecting them and pressing the right-pointing arrow. You will need to include one or both of the last 2 fields ‘ReferralsToYTD’ and ‘ReferralsFromYTD’ since these are the total number of year-to-date referrals to and from your office respectively.  Once you have selected the fields you wish to see on the report press the OK button. 
  7. Likely you will wish to list only those doctors whom you have worked with in the referral process. To do this and exclude those doctors with a referral total that is zero, you will need to add a ‘filter’.   In the filter column for the ‘ReferralsFromYTD’ field, type !=0. Do the same for the ReferralsToYTD field if this is included in your report.
  8. You can now run the report by clicking on the ‘Run Query’ button.
  9. If you wish to print the report, press the 'Print' button next to the 'Run Query' button.

 

If you need a referral report for 2014 and it is already 2015, you will need to use a different set of steps than the ones above to generate the report. Contact us for more information.

Version 8: 

BEFORE you run the calendar year end procedure below, collect your yearly referral information by following these steps:

  1. Click on Practitioners, BC Doctors List.
  2. Press F4 and select your options. Make sure you type Y in either or both the Referrals To and Referrals By fields or the report will print the full BC Doctor’s list.

Version 7:

BEFORE you run the calendar year end procedure below, collect your yearly referral information by following these steps:

  1. Type 8 to move to the Systems Menu, then type H Referral Doctors
  2. Press F4 and select your options. Make sure you type Y in either or both the Referrals To and Referrals By fields or the report will print the full BC Doctor’s list. 

3. Calendar Year End Procedure

** All clients on Version 7 or version 8 should run a calendar year end. 

If you are using version 9 the Calendar Year end procedure is NOT necessary. The program automates it for you.

Version 7 and 8 clients should run the Calendar Year End procedure on the LAST BUSINESS DAY of the current year or at the beginning of the first business day of the new year. This procedure does not print any reports but will reset Referral and Limited Services totals. This is important for those practitioners who wish to track limited service fee codes each year.

Version 8:

Click on Accounting, then Perform End-of-Period Functions, then Run Calendar Year End to run your Calendar Year End. 

Version 7:

Type 8 to move to the Systems Menu, then type P to run your Calendar Year End

 ** No report will be printed.

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