Creating Batches of Patient Statements in Claim Management

This topic covers how to print batches of patient statements. To print patient statements for individual claims, see Printing Patient Statements Individually.

You can search for claims and generate batches of patient statements (letters) using the Patient Statements feature. Search for claims by office, claim status, how many previous patient notifications have been sent, carrier, and date range.

Once you've selected claims to create patient statements for, they are added to the Patient Statements Queue, which shows the progress of each statement and indicates when there are errors preventing a statement from generating so you can correct any issues and try again. Statements may take up to 10 minutes to process.

When statements are successfully created, claims that had the Ready to Bill Patient status are updated to the Billed to Patient status.

Your administrator can set whether your statements print in detailed or summary format. If your practice is set up to print detailed statements, a single statement will be created for each patient, combining all their outstanding balances. If your practice is not set up to print detailed statements, each patient balance is printed on a separate statement.

What do you want to do?

  1. From Claim Management, click Batch Patient Statements in the top menu bar.

    The Batch Patient Statements screen opens.

  2. Select search criteria to locate the claims you need. You can filter the search by:
    • Office – Select the location where the claim originated.
    • Claim Status – Select Ready to Bill Patient or Billed to Patient, or leave unselected to search both.

      Claims that were previously billed to the patient and are currently in Ready to Bill Patient status are included in the results only if the Notifications setting (# of days after the last notice) in Administration allows it.

    • Patient Notifications (Billed to Patient status only) – Select how many patient notifications have already been sent. If you select Ready To Bill Patient for the Claim Status, this field is unavailable, because there are no previous notifications. For information on the notification settings, see Setting Up Patient Statements and Statement Notifications.
    • Carrier – The carrier on the claim
    • Service Date From/To – The range of service dates on the claims
  3. Click Search.

    The list updates to show all the claims that match the criteria you selected. You can sort the list by receivable amount by clicking the Patient Receivable column.

  4. Select the check box next to each claim for which you want to create a patient statement. To choose all the claims in the list, select the check box at the top of the column.
  5. Click + Create Patient Statements.

    The statements are added to the Patient Statements Queue and the system begins processing them. To see the status of each statement, click the Patient Statements Queue tab.

The Patient Statements Queue tab shows a list of the batches of patient statements you have generated. The list indicates the status of each batch and how many statements were successfully created, along with information about any errors that occurred during processing.

Errors can result if claims have issues such as when the patient has a bad address, or if the claim is edited while the patient statement is being generated. When there is an error, it also appears in the Claim Note field in the Claim Details screen.

  1. In the Batch Patient Statements screen, click the Patient Statements Queue tab. The number on the tab indicates how many batches of patient statements are currently on the tab.

    The tab opens and displays a list of batches. The most recent batches are at the top of the list.

  2. The Office column displays the office on the claims. If there is more than one office, the number of offices is displayed. You can see the office information by hovering your cursor over the text in the column.

  3. The Carrier column displays the insurance carrier on the claims. If there is more than one carrier, the number of carriers is displayed. You can see the carrier information by hovering your cursor over the text in the column.

  4. The # of Statements column indicates how many statements were successfully processed. Icons indicate whether any statements had errors:

    – All statements processed successfully.

    – Some statements in the batch had errors and failed to process. Click the green arrow in the Office column to see which statements failed.

    – All the statements had errors and failed to process.

  5. The Statement Status column shows the processing status for the statement batch.

    Queued – Statements are waiting to be processed. Statements usually remain in this status for 5 minutes before processing begins.

    Processing – Statements are being processed.

    Completed – Statements are completed and can be downloaded for printing; this status can apply to batches where all statements were processed successfully, and batches where some (but not all) statements had errors.

    Errored – All the statements had errors and failed to process.

  6. To clear statement batches from the list, click Clear All Completed or Clear All Errors. Clearing statement batches deletes them from the system permanently. Statements are automatically cleared from the Queue after 12 months.

    You can also select Clear Complete or Clear Error from the Action drop-down list to remove individual batches from the list.

You can download completed statements as PDFs for printing.

  1. In the Batch Patient Statements screen, click the Patient Statements Queue tab.

    The tab displays a list of all previously created statements.

  2. Locate the statement you want to download and select Download from the Action drop-down list.

    Your browser downloads the statement as a PDF. Save the PDF to a secure location and print it, as necessary.

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