Setting Up Patient Statements and Statement Notifications

You can print patient statements in detailed or summary format. Use the detailed format if you want to include Patient Uncovered Balances from Billing Adjustments or download CSV files for uploading to the TriZetto Provider Solutions Patient Exchange.

  1. From the menu, select Preferences and select Patient.

    The Patients Statements screen opens.

  2. Click Patient Statements.

  3. Select the Type of Patient Statements you want to print in this office.
    • Summary Patient Statements list the Office, Order Date, Order Number, Patient Name, and Amounts only.
    • Detail Patient Statements list the Order Numbers, Service Dates, Descriptions of materials and services, Quantities, Retail Prices, Patient Amounts, and Comments. You can also select to include additional information, as described in step 3.
  4. If you selected Detail Patient Statements, select the Items to display on Patient Statement check boxes for the information you want to include:

    • Insurance Adjustment Types and details for insurance adjustment line items, including description, insurance amount, and comments

    • Carrier Payment line item details, including the amount and check number

    • Provider Name, NPI, and License #, if a provider is assigned to the patient in patient Demographics

    • Any comments entered for the Reason for Transfer to Patient

  5. Select the Credit Cards to Display on the statements. These should be the credit cards your practice accepts for payment.
  6. Under Notifications, enter the number of days to wait between generating additional notifications reminding the patient of their outstanding balance after they have been sent their initial statement. When you generate patient statements in Claim Management, the number of the notification will change (from first to second, etc.) if the number of days you enter has passed.
    • First Notification: Enter the number of days after the initial patient statement to the first notification.
    • Second, Third, and Fourth Notification: Enter the number of days after the previous notification to send another notification.
    • Send to Collection: Enter the number of days after the Fourth notification to notify the patient that their account status has been changed to Collections.

      Sending an account to collections in Encompass is for write-off and financial reporting purposes only and does not automatically send information to a collection agency. Your practice selects a collection agency and sends orders to them outside of the Encompass system.

  7. Select the Statement Logo you want to print on statements.
    • No Statement Logo: Select if you do not want to print a logo.
    • Company Logo: Select to print the logo specified in Company Information.
    • Office Logo: Select to print the logo specified in Office Information.
    • Statement Logo: Select and then click Upload Logo to upload a logo to print only on statements.
      Logos must adhere to the following specifications:
      Max Width: 140 pixels
      Max Height: 140 pixels
      Max Size: 128K
      Image Type: .PNG, .JPG, .GIF, .TIF, or .BMP
  8. Select the Address to Display for your practice.
    • Company: Select to print the address specified in Company Information.
    • Office: Select to print the address specified in Office Information.
    • Custom: Select to enter an address to print.

  9. Select the Phone To Display for your practice.

    • Company: Select to print the phone number specified in Company Information.
    • Office: Select to print the phone number specified in Office Information.
    • Custom: Select to enter a phone number to print.

  10. Select the Carrier Contact Information To Display for your practice.

    • Default Number: Select to print the default contact number for the carrier.
    • No Number: Select to not include a carrier contact number.
    • Custom: Select to enter a carrier contact phone number to print.

  11. To include additional text at the bottom of the statement, such as instructions on how to contact the carrier and/or your office, edit the default message in the Preview Text field.

    Depending on the selections you made under Phone to Display and Carrier Contact Information above, the default message includes an office or company phone number and a carrier phone number. Click inside the Preview Text field to enter new text. You can click Reset to Default to clear your text and use the default text instead.

  12. To include details about the payments accepted and directions to pay by credit card or check, enter a message in the Payment Text field. You can enter up to 250 characters.

    The message you enter appears at the top of the credit card payment type section.

  13. Click Save.