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The top section of the Statement window is primarily dedicated to setting preferences for which accounts should receive statements.
Statement Date: Set the date that should be printed on the Statement and set as the last statement date.
Hint: Typically, this date is set as the last day of the month, and is at least one day prior to the generation of the statements.
Responsible Party Range: Statements can be sent to a focused group of responsible parties defined by last name and managed alphabetically. By default, statements would be sent to all responsible parties whose last name falls within the range of AAAAA to ZZZZZ—in other words, all responsible parties. That range may be manually adjusted if required.
Account Balance Over: Statements can be limited to accounts that have more than a specific balance. Set this limit by typing the minimum balance. For example, if the Account Balance Over is set to $5, accounts with a balance over $5 will receive statements, while those accounts with a balance of $5 or under will not.
Include Credit Balances: Select this check box to send statements to accounts with a credit balance.
Suppress Aging: Select this check box to hide the section displaying the balance with aging levels.
Hide Insurance Shares: Select this check box to hide the section displaying the estimated insurance portion of the balance. Please be aware that the insurance portion appears to be assigned to the patient.
Hide Credit Card Section: Select this check box to hide the pay by credit card section.
Sort By: Set the order in which the accounts will be listed in the statement report and the order in which the statements will ultimately be generated.
Generate a Visit Oriented Statement: Select this check box to organize the statement by visit. The transactions are grouped by date of service and identified by provider name. When selected, the visit oriented statement offers additional options:
Include Provider Phone: Include the provider’s phone number in the visit header. The phone number comes from the Provider Information under the Setup Providers tool.
Exclude accounts with new balances created within last X days: Select this check box if accounts should not receive statements for recent visits. The specifics of how recent a visit can be selected via the dropdown.
Exclude accounts where statement was sent within last X days: Select this check box if accounts should not receive a statement because on was sent within a specific time period. The specifics of how recent a visit can be selected via the dropdown.
Exclude accounts where patient portion is paid & insurance portion is expected: Select this check box to prevent accounts from receiving statements if there is only an insurance balance.
Exclude patients Sent to Collection: Select this check box to prevent accounts that are already in the collection process from receiving a statement. Accounts are considered “Sent to Collection” when the Sent to Collection check box is selected on the Responsible Party window. Please note that this is not the same as using a Collections Responsible Party Type.
Exclude accounts with no charges and no payments in the last X days: Select this check box to prevent accounts that have had no activity (charges and payments) within a specific time period. The specifics of that time period can be selected via the dropdown.
Exclude Responsible Party Type: Responsible Party types describe or categorize responsible parties in a way that is useful to the practice. Specific responsible party types may be excluded from receiving statements. Select the responsible party types that should not receive statements.
Statement Messages: Specific messages may be included at the bottom of the statement. The practice may have preset messages established in setup for accounts of different ages. However, a specific message can be customized for a specific statement run. Type the message as desired.