AngelTrack's Commission Reports

A guide to the many ways AngelTrack can calculate commissions for salespeople

Commission Reports

AngelTrack's billing system can produce the data needed to calculate commissions for your salespeople and billers.

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A prerequisite for this topic is an understanding of AngelTrack's Critical Dates for Accounting.

Commissions as a Flat Rate Per Call

Calculating commissions as a flat rate per call is easy, using the Commissions Calculator, available under Billing home.

The calculator has a variety of filters with which you can zoom in to the desired data set: it can filter by date of service, by priority (emergent / non-emergent), tag, originating facility, obligated facility*, and service level. The calculator will show you the number of calls that match the chosen filters.

Be sure to tick the ☑ Include dispatches that have not yet finished billing checkbox, so as to include calls that are still working their way through the billing office.

*The obligated facility is the facility -- if any -- selected in the "Bill to" section of the run ticket.

Paying flat rate commissions for specific facilities

If your salespeople have signed specific facilities, the calculator can zoom in on those facilities. Make sure you understand the difference between origin facility -- which is the location where the patient was picked up from or returned to -- versus the obligated facility which is a billing choice that is usually but not necessarily the same as the origin facility.

Note that the calculator is driven by facility records, which means this calculator relies on dispatchers always attaching the correct facility records to each run ticket.

Commissions as a Percentage of the Price Quote

Calculating commissions as a percentage of the price quote is similarly easy, using the Commissions Calculator and its many filters.

Be sure to tick the ☑ Include dispatches that have not yet finished billing checkbox, so as to include calls that are still working their way through the billing office.

The calculator will show you the total charged amount, which is the retail price and service charges before adjudications by insurance carriers. If you calculate commissions after adjudications, then use the Total allowed price field instead.

Commissions as a Percentage of Cash Receipts

Calculating commissions as a percentage of cash receipts is difficult, because future bookkeeping could alter the amounts recorded in the past.

There are two reports in AngelTrack that organize data by the date of bookkeeping, rather than by the date received (i.e. the date printed on the check you got in the mail), or by the date of service:

The Payment Event Finder report

The Payment Event Finder is able to filter by date of bookkeeping, allowing you to calculate commissions based on monies that were processed during the time period, regardless of date of service and regardless of the date when the money legally changed hands*. It will produce a dataset of the raw payment events, which you can then analyze as you see fit in your spreadsheet application. Use that data to calculate the commissions owed.

The following ambiguous situations can drastically change any commission calculation:

  • Payment events that are subsequently deleted, and which are normally omitted by the report.
  • Reversals.
  • Payment events for dispatches that are cancelled or marked non-billable.
  • Payment events for dispatches that are still open, i.e. monies associated with future trips.
  • Payment events that are later modified to correct typographical errors.

*The "date received", sometimes misnomored as the "posting date", is the date when money was legally received by the company. It is normal for billers to perform bookkeeping today for cash that was legally received (but not yet booked) one or two weeks ago. Consequently, the date-received may not suffice for commissions calculations, because future bookkeeping could add debits or credits that occurred in the past, necessitating a restatement of commission statements for that time period. For further reading, see the Critical Dates for Accounting guide.

The Billing Activity Visualizer report

The Billing Activity Visualizer exists to show you approximately how busy your billers are. We recommend against using it to calculate commissions unless your commissions structure matches the report's assumptions:

  • Include approvals/reversals, denials (as these often include reversals), and invoice payments;
  • Exclude payment events that are presently marked as deleted;
  • Include monetary amounts from reversals, subtracting them from the monetary totals; and
  • Include payment events associated with dispatches that are cancelled, non-billable, unpriced, or still open.

The Payment Event Finder has filters to allow it to match the Billing Activity Visualizer, but this is useful only if your commission agreement already matches these assumptions.

Reconciling a commission statement against retroactive bookkeeping

Using the "date of bookkeeping" for your commissions calculation is not foolproof, because certain bookkeeping events can cause the commissions totals to change retroactively. For example, if you calculate commissions on August 1st for billing activities performed in July, then the following biller actions taken later will cause the numbers to change retroactively:

  • A biller in August deletes a July payment event found to be in error;
  • A biller in August undeletes a July payment event found to be deleted in error; or
  • A biller in August modifies a July payment event to correct an incorrect monetary amount.

Due to the enormous difficulty of calculating commissions given the complexity of EMS billing, we have created a process which might meet your needs. It's important that you review the below process with your accountant and/or legal consultant in order to verify that it meets your contractual obligations. Additionally, your billers may also need to comply with certain requirements in order to avoid causing issues with retroactive editing.

  1. On the first day of the month, use the Payment Event Finder to pull all non-deleted payment events for the preceding commission period. For example, on August 1st, pull all payment events whose date of bookkeeping is on-or-after July 1st / before August 1st.
  2. Export the data for safe keeping.
  3. You may also pull the matching Billing Activity Visualizer report, if your commissions structure is consistent with that report's assumptions, as discussed above.
  4. Prepare your commissions statement normally.
  5. Wait one month.
  6. Repeat steps 1 and 2 for the same commission period. For example, on September 1, pull the data again for on-or-after July 1 / before August 1. Export the grid and keep it alongside the data exported a month earlier.
  7. Recalculate your commissions. If there is any change, it is due to a biller making the aforementioned corrections to the payment event records. Remember that corrections are normal and expected in any healthy billing operation; mistakes are unavoidable, and good billers are constantly finding and correcting their own errors.
  8. If there is any change in the commissions total, add it as a credit or debit on the next commissions statement.
  9. If you are required to identify the exact edits that resulted in the change, use a file-compare tool to compare the two Payment Event Finder exports that you saved. The file-compare tool should highlight any differences for you:
    • Rows missing from the later report are payment events that were deleted after the earlier report was taken.
    • New rows appearing in the later report are payment events that were undeleted after the earlier report was taken.
    • Changed rows are payment events that were modified after the earlier report was taken. (Changes are also reflected in the "Record Modified" columns.)

Commissions as Bounties for Insurance Coders

If you pay a bounty to the biller who coded and claimed the dispatch, the Commissions Calculator has a filter to calculate that for you. Simply tick the ☑ Primary insurance claim was filed by checkbox and then select the desired biller from the dropdown list.

Give careful consideration to the ☑ Include dispatches that have not yet finished billing checkbox, because it is subject to the issues outlined above.

The calculator's data window is controlled by the activation times of the dispatches, not by any bookkeeping dates. Since there is inevitably some lag time between the date of service and the date your billers code and claim it, the calculator will not work for dispatches run in the past month.

Normally, coder bounties are calculated as a percentage of the price adjudicated by the primary carrier. The calculator is ideal for this because it shows the total adjudicated prices returned by the carriers. If, however, you are calculating the bounty as a percentage of total cash received, then the calculator is not useful. Look at "Commissions as a Percentage of Cash Receipts".

Downloading the Dataset

Both the Commissions Calculator and the Payment Event Finder offer to download the dataset used for calculations, as a .CSV file suitable for import into Microsoft Excel. Just click the Export-Sep-21-2022-07-42-05-39-PM button, and the .CSV will be downloaded to your web browser.

Remember that the Commissions Calculator looks only at dispatches that have either a price quote or a price allowed. Because AngelTrack uses lazy price quoting, dispatches will not be priced until after insurance has adjudicated the claim or the dispatch is attached to a committed AngelTrack invoice.

For more detail and dive-in ability, you can use the Master Billing Records to filter the same dataset. It has the same filters (plus many others) and so it can be used to analyze the data by service, priority, date, and origin facility. From there you can make corrections as necessary, or export the grid, or even export the individual run reports in case there is a dispute.

Per-Patient Commissions

If you pay your salespeople commissions per patient, rather than per facility, then AngelTrack can help you calculate their commissions.

You can calculate commissions using data exported by the Payment Event Finder, which can report monies received by date range, by patient name and DOB, by service level, and many other filters. The Export-Sep-21-2022-07-42-20-37-PM exported data-set contains all datafields necessary to perform the calculation in a spreadsheet application like Microsoft Excel™ or Google Sheets™.

Keep in mind the difference between the date of service versus the date received (aka the posting date) versus the bookkeeping date (i.e. the date that a biller actually booked a cash receipt). The bookkeeping date may be most appropriate when sales commissions are calculated as a percentage of cash receipts, so as to avoid the possibility of under-payment or double-payment when retroactive bookkeeping is later performed.