Audience: Finance, Collections, Business Analytics, Reporters, and Management — anyone managing or monitoring payment plans
What this guide covers
- Why you'd run this report and what you get
- Where to find the Payment Plan Inventory Report
- Each filter option and what it does
- How to download and use your results
Why run this report
The Payment Plan Inventory Report gives you a detailed look at every payment plan in your system — active, paused, completed, or cancelled. You can filter by status, creation date, payment method, and more to answer questions like:
- How many active payment plans do we have right now?
- What's our total balance across all financed plans?
- Which plans were created in the last 30 days?
- How many plans are behind on payments?
- What's the breakdown of plans by payment method?
The output is an Excel file, so you can track portfolio health, forecast cash flow, identify at-risk plans, or generate reports for leadership and collection teams.
Getting there
- Go to Reports. In the main navigation, find the Reports section.
- Find "Payment Plan Inventory Report" in the available reports list.
- Click it. You'll land on the filter form.
Setting up your filters
All filters use your institution's current timezone. Some are required (marked below), others are optional.
Required filters
| Filter | What to do |
|---|---|
| Payment Plan Status | Select the status of plans you want to report on (default is ACTIVE). Options typically include: ACTIVE, PAUSED, COMPLETED, CANCELLED, or ALL. Most reports start with ACTIVE to focus on current portfolio. |
| Plan Balance | Select how to filter by balance (default is POSITIVE). Options: POSITIVE (plans with money still owed), ZERO (fully paid), NEGATIVE (overpaid), or ALL. POSITIVE is the most common — it shows plans still collecting. |
| Number of Results | Choose the maximum number of plans to return: 1,000 | 5,000 | 10,000 or more (depends on your institution's limits). Start smaller if testing; scale up once you know your scope. |
Optional filters — date range
| Filter | What it means |
|---|---|
| Created From Date | Show only plans created on or after this date. Use this to isolate new enrollments during a specific period. |
| Created To Date | Show only plans created on or before this date. Combine with Created From to narrow to a specific month or quarter. |
| Last Updated From | Show only plans modified on or after this date. Useful for finding recently changed plans (e.g., status changes, renegotiations). |
| Last Updated To | Show only plans modified on or before this date. |
Optional filters — plan characteristics
| Filter | What it means |
|---|---|
| Plan Payment Method Type | Filter by how the plan is set to be paid (e.g., Credit Card, ACH, Cash). Helps you track payment method distribution or isolate auto-pay plans. |
| Financed | Yes/No/All. Financed plans are typically third-party loans (e.g., CareCredit). Use Yes to report on financed volume, No for your own payment plans. |
| Source | Filter by how the plan originated (e.g., Patient Initiated, Staff Initiated). Helps you compare self-service vs. staff-created plan volumes. |
| Payment Method | Filter by actual payment method (may be different from Plan Payment Method Type if a patient updated their method). |
Optional filters — account balance range
| Filter | What it means |
|---|---|
| Account Balance Min | Show only plans where the underlying account balance is at least this amount (decimal). Use this to exclude very small plans or focus on high-value accounts. |
| Account Balance Max | Show only plans where the underlying account balance is at most this amount (decimal). Combine with Min to focus on a specific band (e.g., $1,000–$5,000). |
Running the report
- Fill in the required fields: Payment Plan Status, Plan Balance, and Number of Results.
- Add optional filters if you need to narrow by dates, payment method, or account balance.
- Click Generate Report (or Submit, depending on your version).
- Wait for processing. Larger reports may process in the background — you'll see a status message or can check your email for a download link.
- Download your file. The Excel file is named
PaymentPlanInventoryReport-{yyyy-MM-dd}.xlsx— open it and you're ready to analyze.
What's in your results
Each row is one payment plan. Columns typically include:
- Plan ID and associated account number
- Patient name and guarantor name
- Plan status (Active, Paused, Completed, Cancelled, etc.)
- Current balance and total plan amount
- Payment method and financed flag
- Created date and last updated date
- Plan source (Patient vs. Staff initiated)
- Payment frequency and next payment date
- Any hold or suspension flags
Because this is a raw export, you can pivot on any column, sum by status or payment method, filter to specific date ranges, or segment by account balance to guide your collection strategy.
Tips & tricks
- Start with Payment Plan Status: ACTIVE and Plan Balance: POSITIVE to focus on plans that are currently collecting. This is usually what management wants to see.
- Use date filters to track enrollment trends. Compare "plans created this month" vs. "plans created last month" to see if enrollment is growing or slowing.
- Filter by Financed to separate third-party plans from your own. This matters for cash flow forecasting — financed plans often have different payment timing and success rates.
- Run this weekly or monthly for portfolio health tracking. Save each export with a date so you can watch your active plan count, total balance, and payment method mix over time.
- Combine Account Balance Min/Max to segment by value. E.g., filter to accounts between $5,000–$25,000 to identify your highest-value cohort and ensure they're being monitored closely.
- Use Source to measure self-service adoption. Plans initiated by patients (self-service) typically have lower staff workload — track this metric over time.
- Last Updated date can flag plans that haven't changed recently. Stale plans (no updates in 90+ days) might be paused or forgotten — use this to identify ones that need attention.
For help managing individual payment plans or taking action on them, see Setting Up Your Payment Plan (Patient Guide) or the Payment Plans section in Help Center. For other reports, check the Reports section.