Balance Notifications Setup

Balance Notifications Setup

Balance Notifications Setup


All setup for Balance Notifications is done in Statement Profiles using the Notifications panel.

  • When Statement Balance Notifications have been activated (Premium Add-On), the Notifications Panel is added to the Statement Profile screen, and a Patient Outreach button is added to the Scheduling Dashboard with a Statement Balance Notifications tab.
  • Email, Text, and Voice Balance Notification messages can be created on the Modify Statement Profiles screen.


Access Balance Notifications

From Admin Dashboard > Statement Profiles

  1. From Admin on the Left Side Menu, select the Statement Profiles button.
  2. On the Statement Profiles screen, select the Statement Profile where the Balance Message will be added.

Access Statement Balance Notifications: Statement Profiles1-2


From Scheduling Dashboard > Patient Outreach

  1. From Scheduling on the Left Side Menu, select the Patient Outreach button.
  2. Select the Statement Balance Notifications tab.

Access Statement Balance Notifications Patient Outreach1


Access Statement Balance Notifications: Patient Outreach2-3


Add a Balance Notification Mode of Delivery

A Notification Mode of Delivery can be added when creating a Statement Profile or added later.

  1. Access the Statement Profile screen
  2. Select the Add Notification tab in the Notifications panel.


Add a Balance Notification Message to an Existing Statement Profile

  1. Select the Statement Profile where the Balance Notification Message will be added.
  • Scheduling > Patient Outreach > Statement Balance Notifications OR
  • Admin > Statement Profiles 

Add a Statement Balance Notification Message Screenshot

  1. In the Notifications panel on the Modify Statement Profile screen, select an existing Mode of Delivery Tab (Email, Text, or Voice).
  • Select the Add Notification Tab to create a tab for another message type, such as Email, Text, or Voice.
  • If you are adding a new Statement Profile, follow the instructions from Statement/Invoice Profiles Setup first, and then return here to complete the Balance Notifications setup.
  • In this example, the Email tab is selected.

Add a Balance Notification Message2 Screenshot

The following fields determine when the Balance Notification(s) will be delivered.

These options allow you to send before, after, or on the Due Date/Statement Date by a set number of days and at a specific time.

  1. Send: Select one of the following:
  • Before
  • On
  • After
  1. Select Due Date or Statement Date.
  • Due Date: Based on the Cycle Days set on the Statement Profile.
  • Statement Date: The date that the Statement Batch was uploaded.
  1. Day(s): Select the number of Days before or after the Due Date/Statement Date.
  2. At Time: Enter the Time that the Notification will be sent.

Note: All Notification times must be entered as Eastern Standard Time (EST).

Add a New Email Message for Balance Notifications3-6 Screenshot


Add a Statement Balance Notification Message

  1. Message Templates: Select Manage from the dropdown.

  1. Select the Add button on the Manage Email Messages screen.
  • Text: Manage SMS Messages
  • Voice: Manage Voice Messages

  1. Label: Enter a Label for the template.
  2. Enter the Sender Email address.
  3. Email Subject: Enter the subject the patient will see on the Subject Line of the Email.
  4. Copy Message: You can copy an existing Template to modify or create a new one.

  1. Create or Modify your Email Template in the HTML Editor screen.
  • If you are using POPS, your Logo URL can be copied from your setup in POPS Management.
  • If not using POPS, the Logo URL can be entered manually.
  • Create your Email by entering the wording and using the mappable fields on the right side to place specific patient, guarantor, and balance information in your email.
  • Add fields, such as the Guarantor's name and Balance Due, from the Mappable Fields panel.
  • Beside the field to be added, select the Copy icon  with your left mouse button.
  • Select the place in the HTML Editor screen where you want the field. 
  • Paste the copied field or use Ctrl V to paste.
  • If QuickPay is being used, enter the following in the Email or SMS: Use the QuickPay link to make a Payment
  • Example: Please remit payment as soon as possible using our Patient Portal: click here.
  • Add the link to click here.
  • Switch to the HTML Editor to view the message.
  • You can also do some formatting on this screen.
  • You can switch back to the HTML Editor at any time.
  1. When finished with the Template, select Save [F2].


Edit a Balance Notification Message Template

  1. Select the applicable Tab: Text, Email, or Voice.
  2. Choose an existing Template in the dropdown.
  3. Select the Modify icon.

  1. On the HTML Editor screen, make changes to the message.
  2. Select Save [F2].

Add a Logo to an Email Notification Message

A Logo can be added using an HTML tag. Every HTML tag has attributes that can be added to control the way it renders.

  • <img> tags allow for height and width.
  • The Original HTML Tag will look similar to this: <img src="Logo_url" />
  • Replace "Logo_url" with your practice's Logo URL.
  • Example: <img src="https://images.squarespace-cdn.com/content/65a542b814f9de54a77f0b92/dfbc410e-e177-4948-9d5e-8562f93c0e50/200x60+logo.png?content-type=image%2Fpng" />
  • After inserting your logo, you will be able to see the actual image in the HTML Editor.
  • To see the URL link, to make changes, or to change the size, select the Access Text Editor link.


Add a Logo to an Existing Statement Profile/Email Notification

***Have your URL for your Logo ready to paste into the message.***

If you use POPS, it can be copied from POPS Management.


  1. From Scheduling on the Left Side Menu, select Patient Outreach.

  1. Select the Statement Balance Notifications tab.
  2. Select an existing Statement Profile.

  1. In the Notifications panel, select the Email tab.
  2. Select the existing Template where the Logo is to be added.
  3. Select the Modify icon.

  1. At the top of the message in the HTML Editor, add a couple of spaces to accommodate the Logo.
  2. Select Insert/Edit Image from the Insert dropdown.
  • It can also be entered manually following the format in Add a Logo in an Email Message.

  1. Insert/edit Image screen:
  • Source: Past the Logo URL.
  • Enter an Image Description to identify the image.
  • Dimensions: the width and height will auto-default.
  • Select OK.

  1. The logo will display in the HTML Editor.

  1. To adjust the size of the logo, select the Access Text Editor link.

  1. Change the height and width numbers to adjust the image size.
  • If there is not a width and height segment, add this to the beginning of the URL.
  • <img height="150px" width="200px" src="Logo_url" />
  • The Text in bold illustrates the part that needs to be added: however, the numbers in this example will not represent your logo size.
  • Tip: Change the size and then select Access HTML Editor to see the effect of the change.  By toggling back and forth you can quickly get it to look exactly like you want.
  1. Select Save [F2].

  1. Select Save [F2] on the Modify Email Message screen.


Email Message Template Example

This example includes a POPS Quickpay link which is an Add-On Feature. For more information on adding a QuickPay link to the notification, select: POPS and QuickPay.

  1. Label: Enter a Label for the template.
  2. Enter the Sender Email address.
  3. Email Subject: Enter the subject the patient will see on the Subject Line of the Email.
  4. Copy Message: You can copy an existing Template to modify or create a new one.
  5. Create your Email Template in the HTML Editor screen.
  • Your Logo URL can be copied from your setup in POPS Management.
  • Create the format for your Email.
  • Add fields, such as the Guarantor's name and balance due, from the Mappable Fields panel. Select the Copy icon  beside the field that you want to add to the Email.
  • Select the place in the HTML Editor screen where you want the field. Copy and paste or Ctrl V.
  • If QuickPay is being used, enter the following in the Email: Please (add the QuickPay mappable link) to make a payment.
  • Switch to the HTML Editor to view the email. You can also do some formatting on this screen. You can switch back to the HTML Editor at any time.
  1. Mappable Fields: Select the Copy icon  from the list to add the field to the Email Message.
  2. When finished with the Template, select Save [F2].


Text Message Template Example

This example includes a POPS Quickpay link which is an Add-On Feature. For more information on adding a QuickPay link to the notification, select: POPS and QuickPay.

  1. Label: Enter a short Label for the template.Copy Message: You can copy an existing Template to modify or create a new one.
  2. Create your Text Template in the HTML Editor screen.
  3. Mappable Fields: Select the Copy icon  from the list to add the field to the Text Message.
  4. When finished with the Template, select Save [F2].


For POPS Users Only

With POPS, you can provide online Payment options on your paper Statements (applies to uploaded and locally paper statements only).

Note: If you are uploading Statements to have them printed and mailed, contact Support to initiate the setup process.

  1. On the Statement Info panel, select a POPS Link.
  • Link Only
  • QR Code Only
  • Link and QR Code
  1. Select a POPS Group (affects only paper Statements)
  • POPS Groups contain practice branding and Patient experience selections.
  • Most groups have one brand/logo and, therefore, only need one POPS Group.
  • Groups that have multiple TaxIDs with different logos may have a POPS Group for each uniquely branded location or Provider, which will be linked here to the different POPS Groups on the appropriate Statement Profiles.


Learn More

Notification FAQs and Troubleshooting

POPS Groups

Statement/Invoice Profiles Setup

On-Demand Billing Notifications

Balance Notifications Overview

Balance Notifications Queue

Balance Notification Testing



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