The e-statements feature provides Practices the convenience to send patient balances through the electronic mode. The e-statements with the integrated payment gateway service is a great tool that Practices can utilize to reduce payment defaults and for faster patient collections. With the e-statements, patients can easily view their outstanding balance and quickly make payments. This is an on-demand feature and customers will need to contact Sales or Support to activate the e-statements. Once enabled, users from the regular statement generation screen can send e-statements to patients in tandem with the other existing statement generation options. The following are some important information regarding the e-statements.

A. E-Statements Setup:

 The email and SMS setup for the e-Statement such as mail host, Auth. Mail ID, Auth. Password, SMS Operator, Message, etc. will need to be entered in the e-Statement tab in Notifications under Advanced Setup menu. The fields are similar to the legacy appointment reminders setup. Image 1 is the new tab ‘e-Statement’ in the Notification screen.

Image 1

B. Delivery Method:

On clicking the ‘Send e-Statement’ button in the Patient Statement Generation screen, an email with the portal link and a SMS with the statement # will be sent to the patient’s registered email and cell # (email and cell phone details will be picked from Patient Demographics).

b1. The patient can then login to the portal in order to view the statement.

b2. Patient can then make the payment by any of the payment methods(cash, check, EFT or Credit card). 

b3. To pay instantly, patients can utilize the QuickPay payment fields which are provided right above the statement listing.


C. Email and SMS Templates:

The system uses a standard template for the messages.

SMS Template

Dear <Patient>

We have sent you an electronic bill for your balance owed. Please click on the link in the email and enter statement #- <statement #> to access the bill.

 <Practice Name>


Email Template

We value the relationship we have in caring for you and your family. There is currently a balance due in your account. Please click on the link below or copy paste to browser to view your bill and to pay the balance. Please enter the statement # sent to your mobile to view your bill.
Payment Link: <<QuickPay Link>>
Thank you for your immediate attention.


D. Tags:

Tag ” #@STATEMENT_NUM#@” shows the e-statement number. Also, Patient/Guarantor Name or MR# can be added in the subject line of e-statement email notifications. Tags are available for use of these fields.

Field Tag
Patient First Name
Patient Last Name #@PATIENT_LNAME#@
Guarantor Name <<GUARANTOR_NAME>>

E. Error Handling: If the sending fails, the corresponding error info can be seen in the “eStatement Errors” section towards the bottom of the statement generation (C2) screen.

F. Warning for Missing Contact Info: Alerts are displayed on the generation screen for all patient records where either the cellphone number or email address is missing.

G. E-Statement Exemption: If a patient needs to be exempted from e-Statements, check the box ‘Do not Send e-Statements’ in the ‘Other Attributes’ screen of the Patient Demographics page.