Creating Patient Statements
A statement of account or patient statement can be created for patients using the patient's transactions window.
Note: It is possible to print multiple statements for patient's using a Statement Run, read more about statment runs here. |
Creating a statement
To create a statement for a selected patient,
- Select the patient by opening their patient file.
- Open transactions.
- Then select Statement.
- The Print Statement window will open.
You are now presented with several options:
Provider(s)
- Leaving this field blank will print one statement for all processed transactions by all providers (eg. how much the patient owes the practice)
- Entering one provider will only show transactions for the selected provider
- Select multiple to create a statement for only providers selected.
As at
This will default to the curent day, however this can be changed. By changing the date, only transactions prior to the entered date will be displayed.
Days for Aging
This figure can be changed to accomodate your practice accounting policies. The date defines when an outstanding invoice becomes overdue.
In the example above, any invoices older than 30 days will print on the statement as overdue. Any invoices younger than 30 days (e.g. processed within the last 30 days) will print as current.
Which Transactions
The three options will display different transactions dependant on your choice from the dropdown menu,
- Auto Selection will print all transactions necessary to show the makeup of the Current Balance
- Manual Selection allows selection of specific transactions only
- All Transactions prints all transactions processed for the patient – this could be a lot of detail depending on how long EXACT has been in use
Invoice Detail
The option to alter the amount of detail printed on a statement is possible using this option, select using the dropdown menu,
- None will give no invoice details, only amounts outstanding.
- Group By Payor Code groups invoices by the Payor Code
- Complete Detail (recommended) - prints all invoice Details.
Patient Balance
The two options will display the following information,
Total Owing (default) displays the amount owing for the patient as per the patient transactions window, irrespective of what provider(s) are selected on the report parameters window.
In the statement the totals area will display as follows:
Provider Owing changes the "Total Owing", "Current" and "Overdue" fields on the report, display amounts for the selected provider(s) only.
In the statement the totals area will display as follows:
Tip: Your Patient Balance selection is saved by EXACT, this means that when you have set something up once and run, print or save it, those settings will auto-save (like all report parameters, on a per-user basis) Note: that the Statement and Statement Run reports save the selection separately (i.e. what you select for one of these reports is independent of the other one). |
Edit Messages
A message will be automatically added to the statements depending on the days for aging Select this button to view and/or edit the messages or days, eg. 90, 60 or 30 days.
The Include on all statements message prints on all statements and can be used at a personal level to communicate with the patient or at a practice level to communicate with your patients.
Examples of this include: services available, days closed or a Christmas message.
Note: If you use this area to communicate with individual patients it is advisable to establish a practice policy to check the messages prior to printing a statement or statement run. |
Click OK to save any changes to the Edit Messages window, or Cancel to return to the Print Statement window without making any changes.
Tip: To prevent statement aging messages from printing for specific patients, check the No Statement Aging Messages checkbox on the Transaction Window prior to clicking the Statement button. |
The final step in creating a patient statement is how you wish to output the statment, the options available are:
This option will create and send a copy of the statement to the chosen printer, as displayed on the print statement window.
Preview
A copy of the statement will be displayed on screen to view, often used to confirm you have selected the correct options. You will then have the option to print directly from the preview.
To send a copy of a statment directly to a patient via email, select this option.
A PDF (non-editable document) will be attached to an email with the patients email entered in the sending to field.
Easypost
This option requests a copy of the statment to be sent via our Easypost service, where a copy of the statement will be sent via post to the patient.
or select Cancel to stop creating a statement for the patient and return to the transaction window.
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