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Finance committee flags AthenaOne reporting issues, accounts-receivable discrepancy and drop in urgent-care transports
Summary
Committee members raised concerns about truncated and lagging AthenaOne reports, a $58,655.86 discrepancy between reported charges, and a sizeable drop in urgent-care transports that affected revenue figures.
Committee members spent substantial time reviewing the clinic’s variance and year-to-date financial reports and raised multiple data-quality and revenue concerns.
Staff told the committee the April accounts-receivable (AR) aging report was formatted incorrectly (portrait rather than landscape), which truncated lines and made cross-references difficult. Staff said the clinic’s AthenaOne account manager changed recently (from Connor to Christopher), and that some dashboard graphs lag behind updated column figures.
The committee identified a discrepancy between two reported April charge totals: one report showed $141,331.96 while another line reported $82,676, a difference of $58,655.86. Staff said they will investigate the mismatch and that they intend to build a parallel accounting system for cross-checking once corporate accounting is established.
Dan Lenhager, identified himself during discussion, described challenges with travel-insurance claims and late payments: “I would say that is not uncommon. ... It can take a while,” and explained that travel insurance companies often are pursued only after patients leave the clinic and fail to pay within 120 days. Staff also explained the AR charts shown did not include dental payments and that dental revenues are tracked separately.
Committee members also noted a sharp reduction in urgent-care transports this April compared with the prior year. Staff said there were about a 47% drop in Guardian Flight transports in April compared with the same month last year and that some transports now go directly from cruise ships to Guardian Flight or Coast Guard services, reducing clinic billing for emergent transports.
Members asked staff to track and reconcile the AthenaOne reports and to present an updated, consolidated accounting sheet at the next finance meeting.
