Statement/Invoice Profiles Setup

Statement/Invoice Profiles Setup

Statement/Invoice Profiles must be set up before Statements or Invoices can be batched.

  • If the Statement Profile is selected as the Default, it will be attached to new patients automatically.

  • Other Statement/Invoice Profiles can be created to be used for attachment in the Patient Demographics and on the Modify Encounter screen.

    • If a Statement Profile is selected in the Patient Demographics or on the Modify Encounter screen, the Default Profile is overridden.

 Set Up a Statement/Invoice Profile  

  • Admin on the Left Side Menu > Statement Profiles.

  • Select Add.

 

Statement Info Panel  

  1. Description: This field is for internal use (not patient facing).

  1. One Statement Per: Select Guarantor or Patient. This setting determines Patient billing or Family billing

  • Guarantor: One statement per Guarantor (Family billing)

  • Patient: One statement per Patient (Patient billing)

  1. Default: Select this option to make this Statement Profile the default selection for all new Patients.

  1. Default Invoice: Choose this as the Default if this Statement Profile is for billable Employers. When an Employer is setup in the Library, the Statement field will default to this Profile. The System will create automatically an Invoice instead of a Statement.

  1. Account Type Identifier: When this option is selected, the statement account number is prefixed with the letter "P" or "G". (This setting does not apply to locally printed Statements or to Invoices.)

  • P: For Patient Billing Statements - the account number is the Patient account number.

  • G: For Family Billing Statements (and all custom statement types) - the account number is the Guarantor account number.

  1. Number of Statements that should display transaction detail: On Statements exceeding this setting, the balance will be presented as Balance Forward. To limit the number of statement pages sent, choose a lower number. Select All for transaction details to appear on every statement for balances due.

  1. Hold Statements: Select this option if this Statement Profile will be used to Hold (Prevent) a balance from billing on a statement.

    1. A Statement Profile can be assigned at the Patient/Encounter/Provider levels. Balances can be Held at these levels by assigning a Statement Profile with the Hold Statements option selected.

  2. Cycle Days: This determines the number of days between Statements sent to a Guarantor with this Profile, and allows you to generate Statements daily without the Guarantor receiving two Statements in the same month.

  1. POPS Link: *This is a Premium Add-On feature. A link or QR Code can be added to the paper Statements that directs the Guarantor to a website to pay on the account.

  • None

  • Link

  • QR Code

  • Link and QR Code

  1. POPS Group: Select the Group to provide a POPS/QuickPay link on the paper Statement with the option chosen on the POPS Link field.


  

Billing Office Info Panel  

The only fields that show on locally-printed Statements are Hours Line 1, Phone, and Email.

  • Hours Line 1 and 2: The time of day for patients to call regarding billing (not necessarily your office hours).

  • Phone: The phone number for calls regarding billing.

  • Fax: The fax number for billing.

  • Email: The email for billing (if applicable).

  • Return Address: This is the return address for your Practice. The Patient Ledger Report also uses this information to print the Practice name and address on the report.

  • Remit Address: This is the address where the patient will remit the Payment. If this is the same as the Return Address, select the Copy Return Info checkbox.

    • The first line of this Address is pulled to the Make Check Payable To field on the Statement.

 

Contact Info on Statement Panel  

  • Contact Info on Statement: Control the billing office contact information that prints in the lower-right corner of the Statement. Note that this information will not appear on locally-printed Statements.

  • Select your options from the drop-down: The output that shows on the Statement pulls from the matching field.

  • Free Text: Type exactly what you want to print, and choose the alignment and format.

Dunning Count and Notifications Panel  

  • Add/Remove Dunning:

    • Select the Add Dunning link to create Dunning Messages to show on Statements.

  1. Hover over the help symbol (?) for a sample Dunning Message that you can copy and paste.
  2. You can modify a sample after it is pasted.
  1. If you want 3 Dunning Messages, select the Add Dunning link 3 times to add each one.

  • Remove a Dunning Message by selecting the Remove Dunning link.

 

  • No Dunning Limit: Select this checkbox to continue sending Statements for Patient balances without stopping.

  • Clear Pre-Collections: This is selected by default and only works if you have not selected the No Dunning Limit option.

  1. When the Statements are batched, the previous Pre-Collections list will be cleared. If you do not want it cleared, do not select this checkbox.

 

Payment Rules Panel  

  • Amount: This applies to auto-posting patient payments. Enter the minimum acceptable payment amount or percentage of outstanding balance. If the patient payment is auto-posted and meets the Payment Rules, the Dunning Message Level will auto-reset to what it was prior to the statement being sent. This field can be left blank.

  • Dunning Reset: When a payment is posted that satisfies the Payment Rules (but does not settle the entire balance)

  • Reset to Zero sets the Dunning Count to Zero (treated as a current balance).

  • Minus One sets the Dunning Count to the count it was when the last statement was batched.

  • First Statement Only: Apply the discount to the first Statement only.

 

 Invoice Options Panel

If Invoice Billing has been activated in System Settings, the Invoice Options panel will be available. Use this panel to customize your own Invoices.

  • Upload Logo: Your company's logo can be uploaded to appear on your Invoices.

  • Credit Card Box: Select Yes for the Credit Card section to appear on the Invoices.

  • Show Labels: Show Labels for the selected Credit Cards that are accepted.

  • Visa, MasterCard, Discover, American Express: Select Yes for the credit cards that are accepted.

  • Show Last Payment: Select Yes to display the Last Payment on the Invoice.

  • Repeat Patient Name

  • Address Font Size: Select the Font size to use for the Address.

  • Details Font Size: Select Font size the Invoice Details.

  • Highlight Color: Slect a Highlight Color to use.

  • Remit Payment Label: Enter a Remit message

    • Example: Please make checks payable to: The Clinic.

 

Note Panel 

For Internal uses only and does not print on the Statements.

Select Save [F2].

 

Assign First Statement Profile to Patients and Encounters

When the first Statement Profile is setup and marked as Default it can be assigned to all existing Patients and Encounters.

  • After saving, select the Assign this Statement Profile to existing Patients and Encounters checkbox on the Validation Warning.

 

Difference between the Statement Count and Dunning Message Count  

  • Statement Count: The physical number of Statements that have been sent to the Guarantor to collect a balance.

  • Dunning Message Count: Represents the current Dunning Level. This determines the dunning message printed on the Statements, and drives the letters and Pre-Collections processes.

 

Statement Test Batch and Proof  

Before your Statement Go-Live, a Statement Test Batch must be created and uploaded to the Statement Department. A proof will be sent back to you for your approval. Click this link for more information: Statement Test Batch and Proof.

 

Hold Statements until All Line Items are Paid on an Encounter  

 

Learn More  

Statement Proof Confirmation

Statement Samples

Statement System Settings  

 


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