Statement runs are used to print statements for all patients who owe money as of a particular date, most commonly the current date. This is usually something that is performed once a month or at a regular interval.
|Tip: This procedure may require the use of the printer for a prolonged period of time, due to this we advise to schedule statement runs for a time when the pratice administration is not busy.
Read more about creating scheduled events here.
To perform a statement run,
- Access the Administration - Statement Run.
The Print Statement Run window will open.
At this point you can select a number of options for the report to use to create the statements.
This allows you to define which patients appear in the statement run.
You can opt to create or select a query in order to print Statements for selected groups of patients as defined in the query.
Leaving the provider(s) field empty will print statements for the total amount each patient owes to the practice for all providers (recommended).
It is also possible to create a list per provider or for multiple providers using the selection option then selecting from the list, this will only print statements for patients owing to the selected provider/s.
(This is not usually recommended as the patient can get confused by any other balances due to other providers).
Select the button and configure printing for a combination of Providers.
This will default to the current date, which is the usual effective date for the print run. Printing a Statement run as at a previous date requires the computer to recalculate patient balances and therefore takes considerably longer.
Days for Aging
This option provides the ability to specify a limit for how long before the patient is overdue for payment (default is 30 days).
This means that any balance owing for less than X days will not be considered overdue and will be printed as Current. Change the number of days in accordance with your practice policy.
Select the level of Invoice Detail from the list available as follows:
None, this will show Invoice Totals only.
Group by Payor Code, invoices grouped by Payor code.
Complete Detail, displays transaction numbers, treatment descriptions, tooth numbers and surfaces (this is the recommended choice as all possible information is included).
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.
Provider Owing,makes the "Total Owing", "Current" and "Overdue" field on the report display amounts for the selected provider(s) only.
The statement totals area will display in the following way for the two options.
|Note: Your Patient Balance selection is saved by EXACT (like all report parameters, on a per-user basis) but 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).|
Exclude Patients With
Use the check boxes in the Exclude Patients with area, if you want to exclude patients with specified criteria from the Statement Run.
Calculate oustanding payment from
This option allows you to set from what point the outstanding payment has been owing for as the treatment charge date and original invoice print date may be different.
Click the Edit Messages button to configure messages for those patients who meet specified criteria. There are options to create two overdue messages and one that will print on everyone’s statement.
Once the messages have been created they will print automatically on every statement run until they are edited again.
|Tip: The Edit Messages window is also available from the Accounts Menu - Statements. The same settings are used for both individual patient statements and statement runs.|
The appropriate message prints automatically on patient statements depending on the patient's number of overdue days: 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.
|Tip: If you use this area to communicate with an individual patient, establish a practice policy to check the messages prior to printing a statement or statement run.|
If required, use the button to the right of the Printer to select an alternative printer to the default.
Once you have selected all required options you can choose to send the statements to a printer in the practice, preview all the statements or post the statements direct to the patients via EasyPost.