Setting Orders to Collections Status

Set an order's status to Collections when you're sending the order to your collection agency and need to write off the remaining balance. Once you've set an order's status to Collections, you can't change the status again, and orders with Collections status can't be returned or remade. Only orders in Delivered status can be set to Collections.

Setting an order to Collections status is for write-off and financial reporting purposes only and doesn't automatically send information to a collection agency. Your practice needs to select a collection agency and send orders to them outside of the Encompass system. Using the Collections status enables you to track patients and associated amounts on the Front Office Patient Collections Report.

Only providers and staff members with the Collections security permission selected in Administration can use the Collections feature. If you do not have this security permission, an Access Denied - Temporary Override window displays, allowing another user with permission to enter their username and password and give you temporary access. For information on setting security permissions, see Setting Up Provider Security Settings and Setting Up Staff Security Settings

  1. On the top menu bar in Encompass, click Patients and select Search/Add patient.
  2. Enter the patient's information and click Search.
  3. Select the patient from the search results list.
  4. On the left side menu, click Material Orders.
  5. On the Invoiced tab, locate the order and select Collections from the Actions drop-down list.

    The Send to Collections window opens.

  6. Click Confirm.

    The Collections receipt opens in a new window.

  7. Click Print to print the receipt.

    The order status changes to Collections, The remaining balance due is written off and the transaction is added to the Transactions tab. For more information, see Viewing Transaction Information.