This free Excel template supports copay collection reconciliation by comparing expected copays with net collections and matching transaction detail to deposit batch totals. Designed as an operational aid for clinic teams, the workbook provides 500 prepared transaction rows, 200 prepared deposit rows, calculated exception flags, date and clinic reporting controls, and a summary Dashboard.
Fictional sample records are included to demonstrate the structure and should be replaced or cleared before operational use.
In practice
What this template helps you manage
- See collection performance in one place: Review expected copay, net collected, collection variance, collection rate, outstanding amount, and records requiring follow-up for the selected reporting period.
- Connect collections to deposits: Assign a Deposit Batch ID to transaction records so the workbook can compare linked transaction detail with each statement deposit amount.
- Prioritize exceptions: Use calculated statuses and Dashboard checks to identify outstanding balances, missing deposit references, batches requiring review, and duplicate IDs.
- Compare included clinic locations: View all clinics together or filter the Dashboard for Northgate Family Clinic, Eastbrook Medical Office, Lakeside Primary Care, or Westfield Health Center.
How to use it
How to use the workbook
Inside the file
Included features and controls
Compare expected copays with net collections
Reconcile transaction detail to deposit statements
Find records that require operational follow-up
Use the workbook within its factual limits
Common questions
About this template
The Transactions sheet has 500 prepared data rows, covering rows 2 through 501. The Deposits sheet has 200 prepared data rows, covering rows 2 through 201.
Fictional sample records are already populated to illustrate the workbook structure. Replace or clear those sample inputs before operational use while preserving the calculated formulas.
Net Collected equals Amount Collected minus Refund or Void Amount. Collection Variance equals Net Collected minus Expected Copay.
Outstanding Amount is the positive difference between Expected Copay and Net Collected. Days Outstanding uses the service date and the Dashboard as-of date when an outstanding amount remains.
The Deposits sheet sums Net Collected from transaction rows that share the same Deposit Batch ID. It then compares that Transaction Detail Total with the Statement Deposit Amount to calculate Deposit Variance.
A populated batch is marked Balanced when the absolute variance is no more than $0.01, Review when it falls outside that tolerance, or Missing Detail when no linked transaction is found.
A transaction is marked Follow Up when it has an outstanding amount, a positive collection variance, a missing Deposit Batch ID, a batch ID that is not found on the Deposits sheet, or a link to a deposit batch with Review status.
The Dashboard also counts records requiring follow-up within the selected reporting period and clinic filter.
Yes. The Clinic Filter supports All Clinics, Northgate Family Clinic, Eastbrook Medical Office, Lakeside Primary Care, and Westfield Health Center.
The Dashboard also provides clinic-level expected copay, net collected, and outstanding amount calculations for the four included clinics.
Do not enter patient names, dates of birth, diagnoses, clinical notes, full payment card information, bank account numbers, or other unnecessary sensitive data.
The workbook is an operational reconciliation aid. It does not provide clinical, legal, payer, tax, accounting, or regulatory advice and does not determine compliance.
Editorial process
Prepared and reviewed against the workbook
Maya Brooks
Workbook editorMaya Brooks is an editorial pseudonym used for the role that structures workbook requirements, fictional sample data, calculations, and operating checks.
Daniel Reed
Content checkerDaniel Reed is an editorial pseudonym used for the role that compares page copy with the generated workbook and states practical limits.