1. MONTH END REPORTS
Description:
The Month End Activity report lists charges and payments separately as well as showing a combined total. These reports are generated monthly and available for download as PDFs.
Step-by-Step Instructions:
1. Log in to the Medicount Customer Portal (https://customerportal.medicount.com)
2. Click on the "REPORTS" tab in the main navigation menu
3. Under the "Company Reports" section, click on "Month End Reports."
4. You will see a table listing all available month-end reports with the following columns:
• File Name (showing the month, year, and report type)
• Date Uploaded
5. Browse through the list to find the report you need
• Reports are organized by month and type (Invoice, Adjustments, Payments, Refunds, Snapshot)
• Use the pagination numbers at the bottom (1 2 3 4 5 6 7 8 9 10...) to navigate through multiple pages.
6. Click on the blue hyperlinked file name to download the report
7. The PDF file will download to your default downloads folder
8. Open the file from your downloads folder to review
Note: Some browsers will not open the generated report file without saving it first. If you have problems opening a file, select download and save the file to your computer, then open the file from where it was saved.
2. CHARGES BY DATE OF SERVICE
Description:
This report shows all charges organized by the date of service. You can filter the data by ALS/BLS or MVA data and export in PDF or Excel format.
Step-by-Step Instructions:
1. From the Reports page, click on "Charges by Date of Service"
2. Enter the Begin Date:
• Click on the calendar icon next to "Begin Date"
• Select the starting date from the calendar
3. Enter the End Date:
• Click on the calendar icon next to "End Date"
• Select the ending date from the calendar
4. Select Data To Display:
• Choose "ALS/BLS Data" (selected by default) or
• Choose "MVA Data"
5. Select File Format:
• Choose "PDF" from the dropdown menu (default) or
• Choose "Excel" if you need the data in spreadsheet format
6. Click the "Run Report" button
7. Wait for the report to process (processing may take a little while)
8. The report will automatically download to your default downloads folder
9. Open the file to review the charges data
3. CHARGES BY DATE OF ENTRY
Description:
This report shows all charges organized by the date they were entered into the system.
Step-by-Step Instructions:
1. From the Reports page, click on "Charges by Date of Entry"
2. Follow the same steps as "Charges by Date of Service" (steps 2-9 above)
• Enter Begin Date
• Enter End Date
• Select Data To Display (ALS/BLS or MVA)
• Select File Format (PDF or Excel)
• Click "Run Report"
4-6. PAYMENTS REPORTS
(Payments by Date of Service, Payment Summary by Date of Entry, Payments by Date of Entry)
Description:
These three reports show payment data organized by different criteria:
• Payments by Date of Service: Organized by when the service was provided
• Payment Summary by Date of Entry (Deposit Date): Summary view by deposit date
• Payments by Date of Entry (Deposit Date): Detailed view by deposit date
Step-by-Step Instructions:
1. From the Reports page, click on the desired payment report
2. Enter the Begin Date using the calendar icon
3. Enter the End Date using the calendar icon
4. Select Data To Display (ALS/BLS Data or MVA Data)
5. Select File Format (PDF or Excel)
6. Click "Run Report"
7. Wait for processing and download will begin automatically
7-9. REFUNDS REPORTS
(Refunds by Date of Service, Refund Summary by Date of Entry, Refunds by Date of Entry)
Description:
These three reports show refund data organized by different criteria, following the same pattern as payment reports.
Step-by-Step Instructions:
1. From the Reports page, click on the desired refund report
2. Enter the Begin Date using the calendar icon
3. Enter the End Date using the calendar icon
4. Select Data To Display (ALS/BLS Data or MVA Data)
5. Select File Format (PDF or Excel)
6. Click "Run Report"
7. Wait for processing and download will begin automatically
10-11. ADJUSTMENT/WRITE-OFF DETAIL REPORTS
(By Date of Service and By Date of Entry)
Description:
These reports show detailed information about adjustments and write-offs organized by either service date or entry date.
Step-by-Step Instructions:
1. From the Reports page, click on the desired adjustment report:
• "Adjustment/Write-off Detail by Date of Service" or
• "Adjustment/Write-off Detail by Date of Entry (Deposit Date)"
2. Enter the Begin Date using the calendar icon
3. Enter the End Date using the calendar icon
4. Select Data To Display (ALS/BLS Data or MVA Data)
5. Select File Format (PDF or Excel)
6. Click "Run Report"
7. Wait for processing and download will begin automatically
12. SIGNATURE HOLD REPORT
Description:
This report shows calls that are on hold pending signature requirements. It has additional filtering options beyond date ranges.
Step-by-Step Instructions:
1. From the Reports page, click on "Signature Hold Report"
2. Select Hold Reason from the dropdown menu:
• Default is "All"
• Or select a specific hold reason
3. Select Report To Run:
• "Date of Entry" (default) or
• "Date of Service"
4. Select Assignment By:
• Default is "All"
• Or select a specific assignment option
5. Enter Begin Date using the calendar icon
6. Enter End Date using the calendar icon
7. Select File Format (PDF or Excel)
8. Click "Run Report"
9. Wait for processing and download will begin automatically
13. INDIVIDUAL PATIENT SEARCH
Description:
This report allows you to search for specific patient records by Patient Name, Patient ID, or Call Number. You can export results with detailed information.
Step-by-Step Instructions:
1. From the Reports page, click on "Individual Patient Search"
2. Enter search criteria (you can use one or more of the following):
• Patient Name like: Enter partial or full patient name
• Patient ID: Enter the patient ID number
• Call Number: Enter the call number
3. Select Software filter from the dropdown menu:
• Default is "All"
• Or select a specific software type
4. Click the "Search" button to find matching records
5. Review the search results displayed on screen
6. To export the results, click "Export with Details" button
7. The file will download to your default downloads folder
8. To clear your search and start over, click "Clear All"
14. BALANCE REPORT
Description:
This report shows account balance information.
Step-by-Step Instructions:
1. From the Reports page, click on "Balance"
2. Enter the Begin Date using the calendar icon
3. Enter the End Date using the calendar icon
4. Select Data To Display (ALS/BLS Data or MVA Data)
5. Select File Format (PDF or Excel)
6. Click "Run Report"
7. Wait for processing and download will begin automatically
15. NET REVENUE YEAR COMPARISON - CURRENT YEAR VS PRIOR YEAR
Description:
This report compares net revenue data between the current year and the previous year. You only need to enter a begin date, and the system automatically compares 12 months of data.
Step-by-Step Instructions:
1. From the Reports page, click on "Net Revenue Year Comparison"
2. Enter the Begin Date (first month to begin comparison):
• Click on the calendar icon
• Select the starting month for your comparison
• The report will automatically compare 12 months from this date
3. Select File Format (PDF or Excel)
4. Click "Run Report"
5. Wait for processing (processing may take a little while)
6. The report will download automatically showing year-over-year comparison
16. AVERAGE PAYMENT PER CALL BY CALL DATE
Description:
This report calculates the average payment amount per call organized by call date.
Step-by-Step Instructions:
1. From the Reports page, click on "Average Payment per Call by Call Date"
2. Enter the Begin Date (first month for payments):
• Click on the calendar icon
• Select the starting month
3. Select File Format (PDF or Excel)
4. Click "Run Report"
5. Wait for processing (processing may take a little while)
6. The report will download automatically with average payment calculations
17. CLIENT REVIEW (COMPARE BY MONTH, QUARTER, YEAR)
Description:
This report allows you to compare financial data across two different time periods. You can compare data by month, quarter, or any custom date ranges up to 12 months.
Step-by-Step Instructions:
1. From the Reports page, click on "Client Review (Compare by Month, Quarter, Year)"
2. Select Data to Display from the dropdown menu:
• "Date of Entry" (default) or
• Other display options
3. Enter Period 1 dates:
• Period 1 Begin Date: Click calendar icon and select start date
• Period 1 End Date: Click calendar icon and select end date
4. Enter Period 2 dates:
• Period 2 Begin Date: Click calendar icon and select start date
• Period 2 End Date: Click calendar icon and select end date
5. Important Note: Data range difference should be less than or equal to 12 months
6. Click "Run Report"
7. Wait for processing (can take a little while)
8. The report will download showing side-by-side comparison of the two periods
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DOCUMENT DOWNLOADS
(Certificate of Insurance, Service Organization Controls, W-9 Form)
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18. CERTIFICATE OF INSURANCE
Description:
Medicount's Certificate of Insurance is available for download as a PDF document. This certificate provides proof of insurance coverage.
Step-by-Step Instructions:
1. From the Reports page, look at the right side of the screen
2. Locate the "Certificate of Insurance" section
3. You will see a bullet point (•) followed by the current year's certificate
• Example: "2025-2026 Medicount's Certificate of Insurance.pdf"
4. Click on the blue hyperlinked file name
5. The PDF file will download to your default downloads folder
6. Open the file from your downloads folder to review or print
19. SERVICE ORGANIZATION CONTROLS (SOC AUDITS)
Description:
Medicount provides SOC 1 Type 2 and SOC 2 Type 2 audit reports. These are compliance audit reports that verify Medicount's internal controls and security measures.
Step-by-Step Instructions:
1. From the Reports page, look at the right side of the screen
2. Locate the "Service Organization Controls" section
3. You will see two audit reports listed:
• SOC 1 Type 2 Audit report (with date)
• SOC 2 Type 2 Audit report (with date)
4. Click on the blue hyperlinked file name for the report you need
5. The PDF file will download to your default downloads folder
6. Open the file from your downloads folder to review
Note: These are typically large PDF documents containing detailed audit information.
20. W-9 FORM
Description:
The W-9 form (Request for Taxpayer Identification Number and Certification) is available for download. This is Medicount's official tax information form.
Step-by-Step Instructions:
1. From the Reports page, look at the right side of the screen
2. Locate the "W-9 Form" section
3. You will see a bullet point (•) followed by "Medicount W-9 Form.pdf"
4. Click on the blue hyperlinked file name
5. The PDF file will download to your default downloads folder
6. Open the file from your downloads folder to review or print
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ADDITIONAL INFORMATION
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GENERAL TIPS:
• Processing Time: Most reports take a little while to process. Please be patient and wait for the download to complete.
• File Formats: Most reports can be downloaded in either PDF or Excel format. Choose the format that best suits your needs:
- PDF: Best for printing and viewing
- Excel: Best for data analysis and manipulation
• Browser Compatibility: Some browsers will not open generated report files without saving them first. If you experience issues:
1. Select "Download" instead of "Open"
2. Save the file to your computer
3. Open the file from the saved location
• Company Selection: Make sure you have the correct company selected in the dropdown menu at the top of the page before running reports.
• Date Ranges: When entering dates, use the calendar icon to ensure proper formatting.
• Back to Reports: Each report page has a "Back To Reports" link in the upper right corner to return to the main Reports page.
CONTACT INFORMATION:
If you have questions regarding reports or need assistance:
Medicount
10361 Spartan Drive
Cincinnati, Ohio 45215-1220
Phone: 513-772-4465
Account Executive information is displayed at the top of the Reports page.