Patient Statement contains details of the amount due for payment from the patient. This statement is generated and sent to the patient to remind him/her to remit the due payment. It includes information such as DOS, procedures and the related charges, details of insurance payments received against the lines billed to the patient and also details of Copay, Deductible, etc.
PracticeSuite provides the facility to send e-Statements along with other statement generation methods. 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.
Patient statements can be generated either from Charges or from Report Central.
a. Select Charges from the main menu and click on Generate Patient Statement(s)
b. Select Report Central from the main menu and select C2. Patient Statement(s).
The Generate Patient Statement screen opens up, as shown in Image 1.
A. Legal Entity, Case Type, Last Name of the patient, First name, Appt. Date, Primary Insurance, etc are some of the major filter options available in the C2 report Screen.
B. Exclude Patient filter is used to filter out patients completely from the statement cycle. Exclude Charge filter is to filter out the charges considering only the date of service.
C. ‘No Payment Received Since‘ Filter is to filter out patients who have not payed since the days specified. Auto Adjustment Payment entries and ‘0’ dollar payments will be excluded for querying the statement list.
More filters are mentioned below.
1. As On Date – The As on Date option is auto-selected when the Patient Statement screen is launched and the date defaults to the current date. This date can be manually changed as per the requirement.
Use the As On Date option to generate statements for all patient charges up until a particular date.
2. DOS Range – This option can be used to generate statement(s) for a particular date or for a date range.
Either provide From and To Dates or select an appropriate value from Calculate Date As drop-down. If Include ALL checkbox is selected then, for all patients who have patient statements in the provided date range, the system also fetches their Patient statements that fall in any other DOS.
3. Aging Bucket– Use this option to generate statements for charges falling into a certain aging period.
4. Last Run Date– Use this option to generate statements for patient charges that were posted since the date the last statements were generated up to the current date.
The Last Run Date field defaults to the date when the statement was last generated. If required, this date can be changed to any preferred date and the system will generate the statement from the selected date to the current date. No Activity Since: This Add-On field enables us to include the Charges for which statement(s) were generated previously and on which no activity has taken place since a stipulated amount of time to the current statement list.
Apart from these four main categories, there are other additional search criteria to narrow down your search. Make the appropriate selections from the available search parameter and then click on to view the list of patients filtered according to the criteria provided.
A. A warning will show up for patients if secondary insurance is present for the patient but the insurance is not present in the patient’s case. This flag helps to identify patients who have active secondary insurance but inadvertently had their lines in patient responsibility (BILL_to_PT or GR).
B. Patient Name is a hyper link which takes us to the patient information screen. Click the ChargeMaster button to view or edit the charge information. On Account is also a hyper link which on clicking opens the Payment screen displaying all payments of the patient that add up to the on-account amount. Refer to Image 2.
C. Select the required patients from the list before selecting one of the patient generation options listed below.
Patient Statement Generation
1. The e-Statements feature provides Practices the convenience to send patient balances through the electronic mode. It reduces payment defaults and aids in faster patient collections. With the e-statements, patients can easily view their outstanding balance and quickly make payments. This is an on-demand feature.
1A. On clicking the ‘Send e-Statement’ button, an email with the portal link and a SMS with the statement # will be sent to the patient’s registered email and cell #.
1B. If the sending fails, the corresponding error info can be seen in the “eStatement Errors” section towards the bottom of the statement generation screen.
1C. Alerts are displayed for all patient records where either the cellphone number or email address is missing.
Image 3 is a sample patient statement.
Void Patient Statement:
Patient statements can be voided from the patient demographics screen. Select Patient from the main menu. Search for the patient whose statement is to be voided. When the demographics screen opens up, go to Statement History tab. A list of patient statements is displayed. Click on icon corresponding to the statement to be voided. When you void statements, Statement count decreases accordingly.