How to Use the Appointment Audit Report to Analyze Hours in Motivity
The Appointment Audit Report in Motivity is a powerful tool for analyzing hours worked, scheduled, or billed. This guide explains how to use the report effectively, including filtering by statuses, addressing discrepancies, and applying specific parameters for accurate reporting.
Overview of the Appointment Audit Report
The Appointment Audit Report provides detailed insights into appointments and hours logged in Motivity. It allows users to filter data by various statuses and parameters to generate accurate reports for specific time periods, clients, or services.
Filtering by Statuses for Total Hours
To view total hours worked, scheduled, or billed for a specific month, follow these steps:
Open the Appointment Audit Report.
Set the date filter to the target month.
When the report is run look for the following appointment statuses:
Rendered: Shows hours for appointments that have been completed but not yet billed
Scheduled: Provides a comprehensive view of planned hours for the period.
Billed: Includes hours for appointments that have already been billed, ensuring they are counted in the total.
Cancelled: Hours that have been cancelled during the month
Additionally, filter out nonbillable hours as these will likely not count towards your monthly AR. The exception would be if you are waiting on a funder to approve a clients authorization.
Addressing Discrepancies in Reported Totals
If you notice discrepancies, such as inflated monthly totals in the Clinic view compared to day-by-day sums, it may be due to how weekly totals are calculated. The Clinic view includes days from the prior or next month in the first and last weeks of the selected month. To avoid this issue:
Use the Appointment Audit Report instead of relying on the Clinic view.
Ensure the date filter is set to the exact month (1st through the last day).
This approach provides an accurate monthly total without including extraneous days.
Filtering by Specific Parameters
The Appointment Audit Report also allows filtering by specific parameters once exported, such as CPT codes or clients. For example, to check total scheduled or used hours for a specific CPT code for a client:
Download the Appointment Audit Report.
Apply filters for the relevant CPT code (e.g., 97151) and the specific client.
Review the sessions and hours to see what has already been used within the authorization.
This method ensures precise tracking of hours for specific services or clients.
Conclusion
The Appointment Audit Report is an essential tool for accurate and comprehensive reporting in Motivity. By applying the appropriate filters and understanding how data is aggregated, you can effectively analyze hours worked, scheduled, or billed, and address any discrepancies in reported totals.
Updated 10/16/26 by Maggie Yost