Generating Patient Statements

Statements can be created for patients via the patient's Transactions screen.
Statement Runs to print multiple statements can also be printed from the ‘Administration’ menu, under Statement Run

To print a Statement for the Patient

1. In a Patient's Transactions window, click the Statement button

   Open

   
   Open

   

2. In the Provider(s) field: Leave blank to print one statement for transactions processed by all providers (e.g. how much the patient owes the practice).

   Select a Provider to print a statement including only transactions processed by/for the selected provider.

3. The As At date defaults to today, but you can change it as required.

4. Change the Days for Aging to accommodate your practice accounting policies. It defines when outstanding invoices become 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.

5. Select Which Transactions:

   • 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

6. Select Invoice Detail:

   • 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.

7. Select a Patient Balance option:

   The Total Owing (default) option 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:

   The Provider Owing option makes the "Total Owing", "Current" and "Overdue" field on the report display amounts for the selected provider(s) only. In the statement the totals area will display as follows:

   Saving: 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).

8. Use the Edit Messages button to check or edit the messages that print automatically on the statement:

   • 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.

   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.

   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:

9. Click OK to save any changes to the Edit Messages window, or Cancel to return to the Print Statement window without making any changes.

10. Back in the Print Statement window, click Print to Print this statement, Preview to view the statement on screen (it is also possible to print from the preview screen), Email to send as a PDF attachment or Cancel to return to the Patient Transaction window.

Sample Statement

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