đĽď¸ For practice admins using Practice HQ on the web. You need the Analytics permission to open and export this report, and Billing to jump from it into billing.
This article explains the clinician follow-up report, shown in Practice HQ as the Provider worklist: where to find it, how to filter it, what each billing and documentation column means, how to see the items behind a count, and how to export it.
In this article
1. What the report shows
The report lists the open work your team needs to chase, per provider and then per client.
It has two tabs: Billing & payments (opens first) and Documentation.
Each tab shows counts, and dollar amounts where money is involved, for the whole practice, each provider and each of their clients.
Every count can be clicked to see the individual sessions, invoices, claims or notes behind it.
2. Where to find it and who can see it
The report lives in Analytics.
Open Analytics in the Practice HQ sidebar.
Click the Providers page.
Click the Provider worklist report card ("Per-provider outstanding & overdue invoices, missing & unsigned notes, unbilled").
You can also open it from the Analytics Billing page: click Total outstanding, Unpaid invoices or Overdue invoices under Cash AR, or Booked, not billed in the collections pipeline.
You need the Analytics permission to open or export the report.
Providers see their own version, Follow-up worklist, on the Billing page of their own Analytics tab (if it's turned on for them). It shows only their clients, with no practice totals row, no provider status filter and no Open links.
3. Filters
Use the filters in the report header to narrow what's counted.
Date range: All Time (the default, the whole backlog), Last 7 Days, Last 30 Days, This Month, Last Month or Custom Range.
If you open the report from a page set to a specific date range, it starts on that range instead.
Provider status: All providers (the default), Active providers or Inactive providers (providers who've left the practice).
If a provider is selected at the top of Analytics, the report shows only that provider and their name appears beside the report title. Click the Ă on it to show all providers.
Each item is placed in the date range by one date:
Unbilled sessions and claims: the session (service) date.
Invoices: the date the invoice was created.
Notes: the session date.
4. Reading the tables
Both tabs use the same layout.
One row per provider. Providers who've left show an Inactive badge.
A totals row is pinned under the header, labelled with the provider status you picked (for example All providers).
Click the arrow beside a provider to show their clients. A provider with nothing open shows "Nothing to follow up for this provider." Items with no client are grouped under Unassigned.
Total (last column) adds up the tab's items for that row.
Click a column header to sort. Names sort A to Z first; numbers sort biggest first. The table starts sorted by Total.
Counts with work to do are colored amber or red. Twenty providers show per page.
đĄ Tip: Overdue, the "blocked" note under Unbilled, and Notes >72h are subsets of other columns. They're shown to help you prioritize and are never added into Total a second time.
5. Billing & payments columns
The Billing & payments tab shows money work that's still open.
Column | What it counts | Amount shown |
Unbilled | Sessions on the Bill sessions list that haven't been billed, including billable no-shows. Waived items are left out. A small "N blocked" note marks those that can't be billed until missing information is fixed. | Value of the unbilled sessions |
Outstanding invoices | Open client invoices, including ones whose payment failed. | Balance still due |
Overdue | The outstanding invoices that are past their due date, or more than 30 days old if they have no due date. | Balance still due |
Unpaid claims | Insurance claims awaiting payment. | The payer's share still owed: allowed amount minus what insurance paid and the client's share (the client's share sits under Outstanding invoices) |
Denied / rejected | Claims that were denied, rejected or failed to submit, and need correcting and resubmitting. | The unpaid charge |
â Good to know: Unpaid claims and Denied / rejected only appear if your practice bills insurance. Cash-only practices see the first three columns.
6. Documentation columns
The Documentation tab shows notes that still need work.
Column | What it counts |
Signed % | Completed sessions in the period whose note is signed. Signed notes awaiting supervisor review or returned for revision still count as signed. Green at 90% or more, amber from 75%, red below 75%. |
Not started | Attended sessions with no note started. |
Not locked | Notes started but not yet signed and locked. |
Awaiting review | Signed notes waiting for the supervisor's review. These are counted here, not under Not locked. |
Needs revision | Notes the supervisor returned. The provider must revise and resubmit them. |
Notes >72h | The notes under Not started and Not locked that are still open more than 72 hours after the session. |
7. Seeing the items behind a count
Click any count to open the list of items behind it.
Click a count in a provider row, a client row, or the totals row.
Review the list in the dialog, titled with who it's for and the category (for example "Provider name ¡ Overdue invoices").
Click Open on a row to go to it in Billing: Manage claims for a claim, Manage invoices for an invoice, or Bill sessions for an unbilled session.
Columns: client, Primary provider, Date, Service, Age and Status, plus Amount for billing items, Mode for notes, Supervisor for notes awaiting review, and Reason for unbilled sessions (why one is blocked).
Age is in days and turns red when the item is overdue.
Click a column header to sort. Items start oldest first.
Open takes you to the Billing tab, which needs the Billing permission.
8. Exporting the report
You can download the report with your current filters.
Set the date range, provider and provider status you want.
Click Export in the report header.
Choose Export as Excel or Export as PDF.
The export includes a practice summary, then Billing and Documentation, each by provider and by client.
Counts and dollar amounts stay as numbers in Excel, so you can sort and total them.
Providers who've left are marked "(inactive)".
â ď¸ Important: The export contains client names. Share it only with people who are allowed to see that information.
Frequently asked questions
Which providers have unsigned notes?
Open the Documentation tab. Not started and Not locked show who has notes to finish, and Notes >72h shows which are overdue. Click a count for the list.
Why don't I see the claim columns?
Unpaid claims and Denied / rejected only appear when your practice bills insurance.
Can I see work left behind by a provider who has left?
Yes. Set the provider status filter to Inactive providers, or leave it on All providers. Inactive providers show an Inactive badge.
Why does the client's share of a claim show under Outstanding invoices?
Unpaid claims counts only what insurance still owes. What the client owes is billed to them on an invoice, so it appears under Outstanding invoices.
Can I schedule this report to be emailed?
No. Reports run on demand. Open the report and export it whenever you need it.
Can providers see this report?
Providers with Analytics turned on see their own Follow-up worklist, covering only their own clients. Only users with the Practice HQ Analytics permission see every provider.