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How Do I Print Patient Statements?



Summary:

ABELDent statements are always printed based on overdue Account (Patient) Aged Receivable (AR) balances. You can also print your statements based on overdue insurance balances.
It is recommended that you print your patient statements on a weekly basis, instead of monthly.

  • If you only print statements at the end of each month, there will always be accounts which have not yet fallen into the 'DUE OVER 30 DAYS' category. (For example, perhaps the accounts are only 29 days overdue?).
  • Because of this, these accounts would not receive a statement until the following month, at which point these accounts are almost 60 days overdue. If you print statements every week, this situation can be avoided.
  • By printing statements on a weekly basis, you’ll be printing  a smaller number of statements more often, rather than a large volume of statements at the end of the month. This will make the job of staying on top of the AR's much easier.


Steps:​​​

  1. From the toolbar select, Reports > Financial then Statement Printing.

  2. Complete all or some of the following  information:
     
  • For Practices: Only available when your system is set up for Print Multiple Account Statements. Enter the practice ID for each dental practice you wish to include in this report. Separate each additional ID character with a comma (e.g. C, L) or simply type ? to include all practices on the system.
  • From PID -- To PID: This field can be left at its default.  Or enter the PID range of the patients for whom you wish to print statements.  
  • Account Types:  Enter a list of specific account types separated with a comma. Leave the field blank and all types will be considered. Start with an apostrophe to skip those files which have been set with an Account Type.  Account Types are set in the patient Financial tab, click Setup button, opens Financial setup screen.
  • Balances Over:  ABELDent will print a statement for patients whose outstanding balance is equal to or greater than the amount you enter here. This text box defaults to $5.00.
  • Days  Due _ days or more:   Enter the Days Due. This means ABELDent will only print out statements for patients who have an account that has been outstanding for the number of days equal to or greater than the number you enter in this text box.  ABELDent defaults to 30.  This number can only be reset to 0, 30, 60, 90.
  • Print if last statement # Days ago or more: Use this text box to avoid printing statements for accounts that have recently received statements.  ABELDent defaults to 28 days.  Meaning ABELDent will not print a statement for any account that received a statement in the last 28 days.
  • Interest Rate of # percent on amounts owed: Enter the interest rate you wish to charge on overdue accounts. Interest is generally stated per annum but calculated per month. Choose an interest rate that results in a ‘per annum’ rate based on the frequency you send statements. For example, if you wish to charge a 12% interest rate per annum and you send statements every month, you would use an interest rate of 1.00% each time you print statements.
  • Days or more: Enter the number of days an account has to be outstanding before you charge interest. This text box defaults to 60 days.  If you leave the Interest Rate text box as 0.00, you do not have to complete or clear this text box.
  • Direct  Interest Charges to: This option is only available when your system is set for Print Multiple Account Statements.
    • You may select P to direct the interest charges to the practice(s) you have entered in the For Practices text box (at the top of the window), OR
    • You may select S to direct the interest charges to the single practice you enter in the Interest Charges to Practice text box.
    • If your system is setup for Printing Multiple Account Statements, then you must enter an S in the Direct Interest Charges To text box in order for this option to be available.
  • Interest Charges to practice: Enter the financial practice ID you wish to direct the interest charges to. If you leave it blank, the interest will default to the provider/practice with the outstanding balance
  • If your system is setup for Printing Multiple Account Statements, then you must enter an S in the Direct Interest Charges To text box in order for this option to be available.
  • Display Before Printing?: If you enter a Y, ABELDent will display all account information for each statement on the screen before it prints the statement. At this point you may either print the statement or skip printing.  Obviously by selecting this option the time to print statements will increase dramatically.
  • Show Service Descriptions?: Set this flag to Y to use the description from the Master Fee Schedule for each procedure on the bill. This will make some statements use more pages.
  • If the flag is N, then the statement printing program will put as much information as possible on one line for each billing item.  If you performed only one procedure, it will give the description from the Master Fee Schedule. If all of the procedures on that bill have Service Codes and all of the service codes will fit on the statement line, then ABELDent will display this. If neither of the above is true, then the program will indicate how many procedures you did perform.
  • Note Date Sent?  It is highly recommended that this default be left at Y. The default of Y in this text box, will result in an entry on the financial status of each account indicating that you printed a statement on this date.
  • Statement Practice Name:  This option is only available when you enter a ? in the For text box. Select which name display you prefer at the top of the statement by entering one of the following options:
    • B will print the business name (from System Setup) at the top of the statement.
    • P will print the name of the patient’s regular dentist at the top of the statement.
    • F will print the business name at the top of the statement only if the statement includes transactions from more than one practice. Otherwise, the name of the dentist responsible for the statement will appear at the top of the form.
  • Sort Order: Indicate the printing order for your statements. Enter an A to sort alphabetically by patient name or a P to sort according to patient PID Number. Entering an  A for alphabetical order will result in a longer start to print time. ABELDent patient files are all stored in PID order, the resort to alpha order causes this delay.
  • Default Statement Format can be set to either (C)hronological or (O)pen
  • Chronological format displays all bills, payments, adjustments, and other entries in date order regardless of how they relate to each other.
  • Open Item grouping displays all payments, adjustments, and other entries directly below the bill or visit they relate to, making it very clear which visits the patient has paid in full, when the patient made the payments and which visits have a remaining balance owing.
  • It is generally best to set the statement FORMAT to the same format you are accustomed to seeing in the Patient Financial tab.
  • Default Statement Type: The default statement type can be set to either (D)etailed or (C)compact. 
    • ABELDent defaults to the open item, compact view of the  Financial  tab. Generally, this view is sufficient for most of your needs. When the view is compact, transactions that took place on the same day for the same patient by the same provider are folded or rolled together into one transaction.
    • However, a detailed view of the Financial Status is available. In the detailed view, each procedure appears as a separate transaction. Likewise, each payment for each procedure appears as a separate transaction. You might need to use the detailed view of the Financial Status if a patient or an insurance carrier is paying for only specific procedures.
  • It is generally best to set the statement TYPE to the same format you are accustomed to seeing in the Patient Financial tab.
  • Default Show Insurance:
    • Set this field to Y for account statements showing the usual Ins. Bal column and separate amounts for Account and Ins. Bal with a Total Obligation.
    • Set this field to N for a simplified statement showing Total Obligation without an Ins. Bal column or separate amounts for Account and Ins. Bal.
  • Standard Message Part 1 through 5 -Enter the message(s) you wish to see printed at the bottom of each statement.
    • Any messages entered here will replace the standard messages that you entered on the Printers tab dialog box.
    • Use this space to print important messages that you wish to bring to the attention of your account holders. See the following example. ABELDent will print these messages each time you print statements until you deliberately clear these text boxes.


Product (s): ABELDent
Category: Financial
Classification: Public
Date Created: 16FEB14
Created by: Brian Neale
 

Keywords: Print, Patient, Statements