Statement System Settings

The System Settings for Statements can be used to control the Statement output and the processes.

ACCTNO

- PREPEND ACCOUNT NUMBER ON STATEMENTS

Allows you to prepend the Account Number sent on Statements with a value to help identify a practice.

• This is often used by billing companies that send statements for multiple practices to make it easier to identify the practice when a Patient calls and provides their account number.
• Example: By adding TC in the Statement System Settings for The Clinic's database, the Account Number G10034 would be preceded by TC instead of G.(TC10034).

APPLYESCROW

- AUTOAPPLY PATIENT PAYMENTS

• Apply Payments: When statements are batched the System will look for Copays & SELF-Pay Payments that are in Escrow and apply them automatically if:

• The Received Date is the same as the DOS
• If the first Charge line is an E&M service (this logic only applies to copay payments)

• Do not Apply (--- Default): Default: Do not auto-apply copays or SELF-Pay payments when statements are generated.

CYCLEDAYS

- DAYS BETWEEN STATEMENTS CYCLES

• Enter the number of days to set how many days that are desired between statements sent to a Guarantor.

• This allows you to generate statements daily and not worry that a Guarantor will get two statements in the same month.
• System delivered value is 28 (days).

• Note: The value added here will be the default value on all Statement Profiles, unless the Cycle Days are changed on a Statement Profile to override this setting.  
• The date of the Statement Batch Creation is used to determine how long it has been since the last statement.

DUEDATETEXT (Coming Soon)

- CUSTOM TEXT TO PRINT ON STATMENT INSTEAD OF DUE DATE

• Enter text to print instead of the Due Date.

EXCEPTIONSBATCH

- GENERATE EXCEPTIONS BATCH WHEN BATCHING STATEMENTS

This setting controls the ability to have the System place Statements with Exceptions into separate batches to produce a clean batch that can be sent immediately.

• Yes (---): Split Guarantors with Escrow and/or Credit balances into an Exceptions Batch when batching statements.

• Note: If any patient(s) under a guarantor has an Exception, all patients under that guarantor will be in the Exceptions Batch.

• No: Do not create a separate Exceptions Batch when batching statements

EXCLBALFW

- DOES NOT CALCULATE BALANCE FORWARD IN THE TOTAL PRINTED ON THE STATEMENT

This setting allows you not to include the Balance Forward in the total printed on a Statement.

NOTE: This setting only affects the Statements processed through Statement print/mail service. It does not affect the System generated Statements, or the Statement preview.

• No and (---): Include Balance Forward amounts in the Total Due

• Yes: Exclude the Balance Forward amount from the Total Due
  
  

HASINSBAL

- HOLD STATEMENT IF ANY CHARGE LINE HAS AN INSURANCE BALANCE(L)

• Send and (---): If an Encounter has an insurance balance, INCLUDE it in the statement batch.

• The Send option works in conjunction with the STMTBAL setting below, which will determine if the insurance balances will print on statements.

• Hold: If an Encounter has an insurance balance, EXCLUDE it from statements until All lines are paid or are patient responsible.
• Hold Non-Employer Only: Encounters with a balance out to Insurance will not be included on Patient statements, but Employer invoices will be sent.

HIDECPTDESC

- HIDE CPT DESCRIPTION

This setting allows you to remove the description of the procedure code that is included by default on a statement.

• No and (---): Include the description of the procedure code on statements
• Yes: Don't include the procedure code description on statements (only show the procedure code itself)

HOLD

- LIST OF HOLD STATEMENT BILLING CODES

Any Statement Profile (Admin > Statement Profile) in this setting will do the following:

• If the Statement Profile is set on the Patient Dashboard, all Patient Encounters will be grouped together under this same Statement Batch.

Note: If the Patient's Statement is set to HLD or NBL, the Encounters are automatically grouped into Hold Statement Batch. Again, this is true regardless of the Statement Profile on the Encounter.

• Example: If a returned piece of mail is non-deliverable.

• A new Statement Profile of ND (non-deliverable) is created.
• ND is added in this Hold System Setting.
• Going forward, when returned mail is received, the Patient's Profile can be changed to Statement Profile, ND.
• ALL of the Patients Encounters will be batched into a ND Statement Batch
• When the correct address is entered into the System, and the Patient's Statement Profile is changed back to the correct Statement Profile, all the Encounters will be batched on the next Statement Run.

HOLDPRECOLLECTION

- TURNING THIS SETTING ON WILL PREVENT ANY ENCOUNTER THAT IS IN PRE-COLLECTIONS FROM GETTING BATCHED.

• No (and ---): Encounters in Pre-Collections will be batched when an Encounter that is not yet in Pre-Collections is eligible for a statement.

• Yes: Do not include Encounters in Pre-Collections when Batching Statements (not recommended).

INCLINSCREDIT

- INCLUDE ENCOUNTERS WITH INSURANCE CREDITS

• NO (Default and ---): Encounters that have credits out to insurance will not be included on statements
• YES: Encounters with credits out to insurance will be included on statements

INSURNAME 

- INSURANCE NAME(L)

• Yes - Without Insurance ID: (Default and ---): Prints the Insurance Abbreviation next to Insurance payments on the statement
• Yes - With Insurance ID: Prints the Insurance Abbreviation and the Insurance ID on the statement 
• Yes - Full Insurance Name without Insurance ID: Prints the Full Insurance Name without the Insurance ID on the statement 
• No: Does not print Insurance information next to Insurance payments and adjustments on the statement

To manage the Insurance full name or Abbreviation: Libraries > Insurances > Add/Modify an Insurance > Abbreviation/Insurance Name Fields

LIMITOPENBATCH

- REMOVE PATIENTS WITH A RECEIPT IN AN OPEN REFERENCE BATCH FROM THE STATEMENTS BATCH

• No (and ---): Do not take into account open Reference Batches when batching statements 
• Yes: When statements are batched, if a Patient that is eligible for a statement has a Receipt in an open Reference Batch, that statement will be removed from the Statement Batch.

• This is to prevent a statement from being generated where the balance could be affected by actions in the open Reference Batch that have not been finalized

LINEBAL 

- INCLUDE ALL PROCEDURE LINES ON PRINTED STATEMENT

• Include ALL CPT lines for each DOS on the statement, even if they are already paid. This setting only applies to statements you upload/outsource for processing.

• (---): By default, line items with $0 balances are not included on statements
• ALL: Include all lines for each date of service on the statement whether there is a balance on the line or not.

• Background: Without this setting, paid-in-full lines will not be included on statements...this can be an issue since the Patient payment on fully paid lines will also not display on the statement, and this can cause concern that the payment was not received.
• If groups charge tax on their services, this setting set to ALL also prevents a situation where the Tax line is the only line showing for a visit.

LINEORDER 

- CHANGE ORDER OF CHARGELINES ON OS STATEMENT - DEFAULT IS BY ENCOUNTER ID/LINE NUMBER

• Determines the order that Encounters (Visits) are printed on a Patient statement. This setting applies to statements you upload/outsource for processing and locally printed statements.

• Newest First and (---): Display the most recent Encounters first on the statement.
• Oldest First : Display the oldest Encounters first on the statement.

MINBALANCE

- THE MINIMUM ACCOUNT BALANCE

• Enter the minimum account balance (total of all Encounters for a Guarantor) that will trigger a statement.
• Example: If the minimum account balance that will trigger a statement is five dollars, enter 5.00.

NAMESUFFIX

- ADD PATIENT SUFFIX TO STATEMENTS

This setting controls whether the Patient's suffix is included on the statement.

• Example: This can help distinguish between a Jr & Sr.
• NOTE: This setting only affects the Statements processed through our Statement print/mail services, and does not affect the System generated Statements or the Statement preview.

• Yes and (---): Include the suffix on the Statement
• No: Do not include the suffix on the statement
  
  
  

REMOVEZEROBALANCEPRECOLLECTIONS

- REMOVE ANY ZERO BALANCE ITEMS FROM PRE-COLLECTIONS WHEN STATEMENT BATCH IS RUN (L)

• This setting controls the ability to have Encounters with no balance removed from the Pre-Collections worklist when Statements are batched.

• Yes and (---): Remove $0.00 balance Encounters from Pre-Collections when statements are batched
• No: Do not automatically remove $0.00 balance Encounters from the Pre-Collections worklist

SELFPAYDISCOUNT

- ALLOWS FOR A DISCOUNT PERCENTAGE TO BE APPLIED TO SELF PAY ENCOUNTERS ON THE STATEMENT

• This setting activates the ability to provide a discount % on self-pay Encounters. The % is defined on the Statement Profile (Admin > Statement Profiles > Payment Rules) when this setting is active.
• The discount can be applied to the first statement only or for all statements (defined on the Statement Profile).

• No and (---): Do not allow a discount for self-pay Encounters.
• Yes: Add the ability to define a self pay discount to the Statement Profile screen.

STATEMENTBILLING

- STATEMENT BILLING (L)

• Default Billing (and ---): Statement Profiles will be assigned to New Patients based on the Default checkbox found in Statement Profiles (Admin > Statement Profiles). This can be overridden during Registration. New Encounters will default to the Statement Profile on the Patient but can also be overridden during Charge entry.
• Provider Billing: If this option is chosen, a Provider field is added to the Statement Profile setups, allowing you to associate specific Providers to Statement Profiles.

• The Statement Profile used will be based on the Billing Provider on the Encounter.
• This option allows for separate branding by Provider.

• Each Provider would need to be included in a Statement Profile (Admin > Statement Profiles).
• Facility Billing: If this option is chosen, a Facility field is added to the Statement Profile setups, allowing you to associate Facilities to Statement Profiles. The Statement Profile used will be based on the Service Facility on the Encounter. This option allows for separate branding by Facility.

• Each Service Facility would need to be included in a Statement Profile (Admin > Statement Profiles).

For the Provider or Facility options, if you are looking for different Statement Branding options by Provider or Facility, coordination with our statement department is necessary to complete this setup.

STMTAGING 

- HOW TO DETERMINE DUNNING MESSAGE

• Sets the method used for determining the Dunning Message for an Encounter

• Times Billed: This is the Default (---) and recommended method. The system will select a dunning message based on the number of statements already sent
• A/R: The system will determine statement dunning messages based on the age of the balance

STMTBAL

- TYPE BALANCES ON THE STATEMENT

• Patient Only (Default ---): Only include Patient Balances on Statements
• Patient and Insurance Balance: Insurance and Patient balances will be included on the statement, but only if a Patient Balance exists that meets the Minimum Balance criteria.

While this setting controls which Encounter Balances are included on a statement, the HASINSBAL setting (above) controls whether or not Encounters with an Insurance Balance are even included on statements.

STMTCASE 

- DISPLAY ALL THE ENCOUNTERS ATTACHED TO THE SAME CASE

• Do Not Use (Default ---) Encounters will drop off the statement once they are paid in full
• Use Cases: This setting will determine that if any Encounter is printing on a Statement, ALL other Encounters linked to the same Case should also print on the Statement, regardless of their balance.

STMTDUE 

- NUMBER OF DAYS ADDED TO RUN DATE TO CALCULATE DUE DATE

• This is used to calculate the statement Due Date.
• Enter the number of days you would like added to the date the Statement batch is uploaded.

• The Default is 21 (days).

STMTNOTES 

- OUTPUT BILLING NOTES ONTO THE STATEMENT

• Yes (Default ---): Statements sent electronically will contain the most recent Billing Note with Note Type S (statement note).
• No: Billing Notes will not be output to statements