Aging report export specification
A recovery audit needs one export: the insurance A/R aging report at claim level, over 90 days, with the columns below. Every practice-management system can produce it, usually under Reports → A/R or Aging → detail by claim. Ten minutes of export saves a week of back-and-forth.
The report
Report
Insurance A/R aging, detail (one row per claim or claim line), not the summary.
Scope
Balances aged over 90 days from the date of service. Include 60–90 if it is easy; we will mark it out of scope.
Responsible party
Insurance only. Exclude patient-responsibility balances, or include the column so we can filter.
Format
CSV or XLSX preferred. PDF is acceptable but slows the audit by a day.
As of
Pull it the day you upload; a report older than two weeks understates deadline exposure.
Size
Up to 50 MB through the secure link. Larger files: split by payer or by month.
Columns
| Column | Why we need it |
|---|---|
| Claim number | Unique key for the appendix and for matching remittances |
| Patient account number | Internal reference only; no name or date of birth is needed for the audit |
| Date of service | Timely-filing limits run from this date |
| Claim submission date and clearinghouse status | Proof of timely filing |
| Payer and plan (primary / secondary) | Deadlines and appeal rules are per contract |
| Rendering provider | Credentialing and enrollment denials |
| CPT/CDT codes with modifiers and units | Coding, bundling, and global-period analysis |
| Billed, allowed, paid, adjusted, balance | Underpayment detection and expected-allowed estimates |
| Denial codes (CARC/RARC) and denial date | Recovery path and appeal deadline |
| Last action date and note | Identifies unworked claims |
| Responsible party (insurance vs. patient) | Patient balances are out of scope |
Patient names, dates of birth, and addresses are not needed for the audit. If your system cannot exclude them, leave them in; the file goes through the secure link under a BAA either way.
Optional but useful
- Payer fee schedules or contract rate sheets, for underpayment review.
- A denial report by CARC for the same period, if your system separates it from aging.
- The clearinghouse's rejected and accepted claim reports for the period; they are the proof of timely filing.