The Financial Coordinator Report is a live accounts receivable worklist built directly from OrthoFi data. It gives financial coordinators and practice managers a single, unified view of every patient with an outstanding balance — showing who owes money, how past due they are, whether a payment profile is on file, and much more — without having to pull multiple reports from OrthoFi manually.

The report spans all Orthodontic Partners practice locations and can be filtered down to a single practice, location, coordinator, or any combination of criteria. Every row links directly back to the patient's OrthoFi portal and ledger for immediate action.

Five OrthoFi API endpoints are fetched in parallel and joined at the contract level to build each row.

Patient AR AR

The primary source. Returns one row per contract with outstanding balance, all aging buckets, insurance claim details, patient responsibility, and fee/interest fields. Every row in the worklist starts here — only accounts with a non-zero balance are shown.

Contracts CONTRACTS

Provides the financial terms of the payment plan: treatment cost, estimated insurance, patient responsibility, selected down payment, payment term length (months), and contract status. Both the original contract and any current (renegotiated) contract are fetched; the report shows the current plan where available.

Payment Profiles PROFILES

Identifies whether an active autopay method (credit card, bank account, etc.) is on file for each contract. Accounts missing an active profile are flagged as No Payment Profile.

Collection Details COLLECTIONS

A transaction-level history of every payment received, covering the last 3 years. Used to calculate total patient paid, total insurance paid, down payment collected, last successful payment date, and payment method. Payments older than 3 years show Prior to [year] in the Last Payment column.

Treatments TREATMENTS

Provides the assigned treatment coordinator name and whether the appliance date has been verified in OrthoFi.

Data is fetched from OrthoFi once per day at 7:00 AM ET and cached on the server. Every user who opens the report gets the cached data instantly — there is no wait for API calls on page load. The As of: date in the top-right corner shows when the data was last fetched.

↻ Refresh button

Forces an immediate re-fetch from OrthoFi. This takes 15–30 seconds and updates the cache for all users. Use it when you need data more current than the 7 AM snapshot.

Monthly auto-archive

When the 7 AM refresh runs and the cached data is from a prior month, the previous month's data is automatically archived before being overwritten. Up to 3 months of archives are kept for trend comparison.

The six KPI cards at the top of the report summarize the accounts currently visible after all filters are applied. They update live as you filter.

Accounts

Total number of contracts with a non-zero outstanding balance. Credit balances (negative balances) are included in this count.

Total Outstanding

Sum of all positive outstanding balances across the filtered accounts. Credit balances are excluded from this total.

Total Past Due

Sum of all amounts in aging buckets 10-day through 365+. Does not include the current (not-yet-due) portion of a balance.

No Payment Profile

Accounts with an outstanding balance but no active autopay method on file. These patients cannot be automatically charged and require outreach to add a payment method.

Incomplete Down Pmt

Accounts where the amount collected toward the down payment is less than the required down payment specified in the contract.

Credit Balances

Accounts with a negative outstanding balance, meaning the practice owes the patient a refund or the credit should be transferred to another contract.

The colored chips below the KPIs are quick filters that each target a specific collection issue. Click one to filter the table to those accounts. Click multiple chips to apply AND logic — for example, clicking both Past Due and No Payment Profile shows only accounts that are both past due and missing a payment profile.

Chip counts update dynamically to reflect the current filter state — so if you have Past Due active, the No Payment Profile chip will show how many of those past-due accounts also lack a payment profile.

Past Due

Any account with an amount in one or more aging buckets. These are the highest-priority accounts for outreach.

No Payment Profile

No active autopay method on file. Without a profile, payments cannot be auto-collected and the patient must be contacted to add a card or bank account.

Incomplete Down Pmt

The down payment collected so far is less than what was agreed to in the contract. May indicate the patient made a partial down payment at sign-up or that a payment was reversed.

Credit Balance

Negative outstanding balance. Common causes: overpayment, insurance paid after patient paid in full, or a refund-pending situation.

Unverified Appliance

The appliance date has not been verified in OrthoFi. Important for tracking treatment start accuracy and insurance billing timing.

Terms Changed

The current payment term length differs from the original contract. A shortened plan may mean higher monthly payments; a lengthened plan may reflect a hardship accommodation.

Insurance

Accounts classified as Insurance or Patient w/ Insurance — i.e., any account with insurance involvement. Useful for the insurance coordinator to focus their queue.

All filters in the top bar work together — each one further narrows the results shown in the table and reflected in the KPI cards.

Search

Free-text search across patient name, location name, treatment coordinator name, and contract ID. Partial matches work — type "smith" to find all patients with Smith in their name.

All Locations

A grouped dropdown showing practice keys (e.g. DBY, SNR) as section headers with individual locations nested underneath. Check a practice header to select all its locations at once, or check individual locations for a more targeted view.

All Parties

Filter by responsible party type: Patient, Insurance, or Patient w/ Insurance. Useful for splitting the workload between the patient-facing coordinator and the insurance coordinator.

All Aging

Filter to accounts past due by a minimum number of days. "Any Past Due" shows all accounts with any past due amount; "90+ Days" shows only accounts with balances in the 90-day bucket or older.

All Coordinators

Filter by the treatment coordinator assigned to each patient's treatment record in OrthoFi.

Contract Signed (date range)

Filter to contracts signed within a specific date range. Useful for reviewing a particular signing cohort — for example, all patients who signed in the last 90 days to check whether new accounts have completed their down payment.

Clear button

Resets all filters, chips, and search back to the full unfiltered view.

Each row represents one contract with an outstanding balance. Click any patient name to open the full detail modal. Column headers with ⇅ are sortable — click once to sort ascending, again to sort descending.

Patient

Patient name, OrthoFi patient ID, and assigned treatment coordinator. The ▶ icon opens the patient's OrthoFi portal; the $ icon opens the patient ledger. Both open in a new tab.

Location

Practice key (e.g. DBY) and full location name, right-aligned. Sortable.

Party

Responsible party type: Patient, Insurance, or Patient w/ Insurance.

Outstanding

Current outstanding balance. Negative values (credit balances) appear in blue. Below the balance, a progress bar shows how much has been collected relative to the total patient responsibility.

Past Due

Total amount in any aging bucket. Blank if the account is current.

Aging

The deepest (oldest) aging bucket that has a positive balance. Green = current, amber = 10–30 days, red = 60 days or older.

Down Pmt / Collected

Amount collected toward the down payment vs. the required down payment. A progress bar shows completion — green when met, amber when partially paid, red when significantly short.

Pmt Profile

Whether an active autopay method is on file. Green = Has Profile, Red = No Profile.

Last Payment

Date of the most recent successful payment within the 3-year collection window. Prior to [year] indicates a payment exists but predates the window.

Terms

Original payment term in months. An amber badge appears if the current plan differs from the original — e.g. "24mo → 18mo".

Appliance

Date the appliance was verified in OrthoFi, or "Unverified" if not yet confirmed.

Click any patient name in the table to open a full detail view. The modal is organized into sections for quick scanning.

Balances

Outstanding balance, past due total, credit balance, and current standing status.

Contract & Payment Terms

Contract signed date, whether it was signed from home, original vs. current term length, any term change, and the date the payment plan was last updated.

Down Payment

Required amount, collected amount, and completion status.

Ledger Summary

Treatment financials from the contract: total treatment, treatment cost, discounts and courtesies, estimated insurance, patient responsibility, and contract status.

Collections

All-time collected amount (from AR), outstanding balance, % of responsibility collected (with progress bar), patient vs. insurance split, insurance write-offs, and any late fees, NSF fees, or interest assessed and paid. A "By Type" breakdown shows payment categories (Down Payment, Monthly Payment, etc.).

Payments

Last successful payment date, payment method, payment type, profile status, and the payment method currently on file.

Treatment & Appliance

Treatment coordinator, responsible party, and appliance verification date.

Insurance

Shown only for Insurance and Patient w/ Insurance accounts. Carrier, claim ID, submission status, verification date, and total insurance collected.

Links

Direct links to the OrthoFi portal and patient ledger.

The Monthly Summary page (green button in the header) compares past-due AR month over month. Up to three months of history are kept.

At the top, a month-pair selector lets you choose which two months to compare (e.g. Feb → Mar). The page then shows:

Summary KPIs

Past due, total outstanding, and past-due account count for both months, with change arrows. Also shows a count of resolved and new past-due accounts at a glance.

Bucket Comparison

Side-by-side aging bucket totals for both months with a change column. Highlights whether the practice's past-due problem is improving, stable, or spreading into deeper buckets.

Resolved

Accounts that were past due last month and have cleared (past due now $0). These represent successful collections. Grouped by practice.

New Past Due

Accounts that were current last month but have slipped into past due this month. Early identification of new collection risks.

Worsened

Accounts that were already past due and have increased further. These are the highest-priority accounts for immediate outreach.

Improved

Accounts that are still past due but have decreased since last month — partial payments received. Confirms collection efforts are working.

The report is designed to replace the manual process of pulling multiple OrthoFi reports and cross-referencing them. Here is a suggested daily and weekly workflow.

1. Open the report. Check the "As of:" date — if it shows yesterday, hit ↻ Refresh to get today's data.
2. Click the Past Due chip to isolate past-due accounts.
3. Sort by Aging (oldest first) to work deepest past-due accounts first.
4. For each account, click the patient name to open the detail modal. Review the last payment date, payment method, and whether a profile is on file.
5. Click Open Portal ▶ or Open Ledger $ to go directly to OrthoFi and take action: call the patient, process a payment, or update the profile.

1. Click the No Payment Profile chip.
2. For any account also past due, add the Past Due chip to see the combined list (AND logic).
3. For each account, open the portal and request the patient add a payment method. A profile on file enables auto-collection and reduces future delinquency.

1. Click the Incomplete Down Pmt chip.
2. Filter to recently signed contracts using the Contract Signed date range (e.g. last 30–60 days) to focus on new accounts where down payment collection is most urgent.
3. Review the Down Pmt column — the progress bar shows how close each account is to meeting the requirement. Prioritize the shortest bars.
4. Contact patients to collect the remaining balance or, if applicable, confirm whether a payment arrangement was documented in OrthoFi.

1. Use the All Parties filter to select Insurance or Patient w/ Insurance.
2. Click the Insurance chip to combine with other issue flags as needed.
3. Open each patient's detail modal to review submission status, verification date, carrier, and the insurance-collected vs. patient-collected split.
4. Click Open Portal to follow up on outstanding claims or verify coverage in OrthoFi.

1. Click the Credit Balance chip.
2. Review each account's detail modal. Credit balances may be due to overpayment, insurance payment after a patient already paid in full, or a reversed charge.
3. Determine whether to issue a refund, transfer the credit to another open contract for the same patient, or hold pending final insurance adjudication.

Practice managers can use this report for location-level AR oversight, coordinator accountability, and month-over-month trend monitoring.

1. Use the All Locations slicer to select your practice. All KPIs and chips will reflect only your location's accounts.
2. Review the Account Summary KPIs. Key benchmarks to watch: Total Past Due relative to Total Outstanding (past-due ratio), and No Payment Profile count.
3. Click the Past Due chip and sort by Aging to see the distribution of delinquency at your location.

1. Use the All Coordinators filter to select a specific treatment coordinator.
2. Review the patient panel for that coordinator — past due accounts, profiles missing, and down payment completions give a snapshot of their portfolio health.
3. Rotate through coordinators to compare their AR metrics side by side.

1. Click Monthly Summary in the header.
2. Select your practice in the location filter before navigating — or filter within the Monthly Summary page after it loads.
3. Review the Resolved, New, Worsened, and Improved sections. A healthy practice sees Resolved > New, and Worsened shrinking each month.
4. Use the bucket comparison table to detect if past-due balances are aging deeper over time — a sign that collection outreach needs to be more proactive.

1. Use the Contract Signed date filter to isolate patients who signed in the last 60–90 days.
2. Click Incomplete Down Pmt to see how many new accounts haven't completed their down payment.
3. Click No Payment Profile to see how many new patients still need to add a payment method.
4. These are the easiest collections to capture — new patients are most responsive to outreach early in treatment.