The Audit Report allows the Administrator to view all billing changes that have been made to invoices/receipts including the reason entered by the user at the time of making the change. This allows you to keep track of what changes are being made to your payment records and better stay on top of your finances.
Before you begin
Only the Administrator of Genie can access the Audit report. The Administrator is the user with a tick next to their name in the login window. While other users at the practice may have administrator level access, the Audit report will only be available to the Administrator user at the practice.
The Audit report can be found under File > Maintenance and Reports > Administrator tab > Audit. In the Audit report, you may see entries recorded when any one of the following messages:
- Changed Provider
- Credit Deleted
- Deposit Altered - Operation Date
- Deposit Altered - Provider
- Deposit Altered - Pay Date
- Deposit Deleted
- Discount Deleted
- Fee Changed from $X to $Y
- IMC Claim Deleted
- Item Deleted
- Payment Deleted
These indicate the action that has been performed, and will usually be followed by the reason for performing this action if the user who do it chose to enter a reason. If the user does not enter a reason, the change is still entered into the Audit but with a blank reason.
Note: Changes to item numbers are not recorded i.e. an item number is changed from one item to another without being deleted. If an item number is changed, this is automatically updated on the Item Report.
Note: Entries on the Audit report will not reflect the invoice number on sales/payments. However, if you double click on an entry in the list, you will be able to see the Original Sales ID. This can be used to track down the invoice if it has not already been deleted.
The table below outlines the different columns seen on the Audit report, with an explanation of what each field represents:
| Term | Explanation |
|---|---|
| ID | The ID number of the record/entry in the audit report. these are expected to be sequential (if viewing all records). If there are missing numbers, it may suggest that an audit entry has been deleted. |
| Date | The date the action was performed - e.g. the date the user made the adjustment to the invoice/receipt. |
| Originating Date | This is the Service Date for the items, and the Payment Date on payments. As either of these dates can be freely modified, this is not necessarily the date the payment was originally created. |
| User | The name of the user who made the change. |
| Patient | The name of the patient. |
| Provider | The current provider of the item/invoice. This will list the new provider if it has been changed. You cannot check the original provider on an entry. |
| Amount | The value of the change or the amount affected by the change. This will be $30 if a fee is increased from $70 - $100. It will be ($15) if the fee is decreased from $45 - $30. |
| GST Amount | The value of the GST changed - e.g. if an item has $10 GST, a discount of 60% is applied, the GST value listed will be $6. |
| Reason | The reason entered by the user + the automatically generated description of the action performed - e.g. "Item Deleted - billed wrong item". |
You can find any suspicious entries on the Audit report by clicking the Suspicious Entries button at the top of the report. A 'Suspicious Entry' will usually be created in the Audit report when a certain sequence of actions is performed to one particular invoice/payment.
The exact sequence of actions that cause this can only be discussed with the relevant practice manager/managing director of the business.
For clarification on any suspicious entries you are unsure about, please contact our Support team.