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Configure Statements

Faris Peerukannu Mohamed Kasim
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Let's explore how to configure statements in Practice Settings.

To view how to generate statements, check out this article.

Topics Covered

  • Template Settings
  • Generation Criteria
  • Other Settings

To view statement settings, follow the navigation path given below.

  • Navigate to the System Menu > select Practice Settings > Payments & Billing > Statements.

  • You will see three tabs namely Template Settings, Generation Criteria, and Other Settings.

  • Under Template Settings, click Edit to make changes to the statement template.

  • For the Statement Header, you can choose to customize the Logo.
    • Add the Account Logo or a Custom Logo.
    • When selecting a custom logo, click Browse Logo to upload the file from your system.
  • Enter the Account Name.
  • Select the required Name and Address for the Return Address and Remittance Address.
  • You can see the Preview on the right side.

Configure the Additional Settings. Check below for the description.

  • Print Pay Online Link: Select Yes to print the online payment link on the statement.
  • Online Payment Portal: Select the required online payment portal. The Patient Portal would be available for patients with an email address.
    • Select Statement Pay for patients who have no access to the Patient Portal and utilize CS Pay.
  • Print Payment Remittance Supplementary Page: Select Yes to print an additional supplementary page where the patient can view the payment remittance information.
  • Print Custom Messages on Statements: To print custom messages, select Yes > Enter the Message.
  • Card Types to Show on Statements: Select the required card types (maximum of 4 allowed). 
  • Click Save.

Tip: To add a QR code to statements, follow these steps:

  • In Additional Settings, enable Print Pay Online Link and set the Online Payment Portal to Statement Pay. This allows patients to make payments without logging into the Patient Portal. The QR code will also include the URL below it.
  • To provide a separate payment URL instead of a QR code or include a specific message, use the Print Custom Messages on Statements text field.


The Generate Criteria tab is where you can customize the criteria for generating statements.

You can set statements to be auto-generated at a desired cadence, based on your Generation Criteria. To learn more, click here. Check below for a detailed description of each item.

Choose your Statement Generation Scope

  • Accounts with these Balances: Choose to send statements for both Patient Balance or Insurance Balance, either of them, or only one of them.

Note: Hover over the i icon next to Accounts with these Balances to view the description for each option.

Account Balances & Statement Period

  • Net Patient Balance Greater than: Select a minimum dollar amount to bill. Any balances below this will not receive a statement.
    • You can also target a specific aging timeframe here, or send to all balances.
  • Exclude Contracted Balance: If the client has a contract (payment plan), you can choose to send or exclude it from the statement batch.
  • Exclude Unadjusted Trans. Charges: This will remove balances from the statement run due to third-party financing.
  • Include Due Date: Here you can set a due date if you would like.
  • Default Period for Payment Due: Select or enter a default period in days.

Exclude Statement Generation for

  • Patients with Open Claims
  • Patients sent to collection agency
  • Inactive Patients
Note: If patients report not receiving their statements, review the Exclude Statement Generation Criteria options listed above.

You can also custom-select from the provided dropdowns to exclude the following:

  • Patients with Labels: Here you can add labels to employees, friends, families, or other custom groups of patients.
  • Responsible Parties with Labels: Similar concept as above but with Responsible Parties.
  • Accounts where Statements was last generated within: You can remove a statement if one
    was generated recently for a patient by entering the number of days it was last generated. 
  • Patients with Insurance Plans: You can avoid billing the patient with specific insurance plans.
  • Patients with Insurance Carriers of Type: Or avoid billing particular insurance carriers.

Customization and Printing

  • Generate Separate Statements for Ortho Patients: Choose Yes to sort transactions separately for Ortho patients.
  • Include Aging Summary: Select this option to show a breakdown of their balance by aging summary.
  • Include Payment Plan Summary: Select this option to print Payment Plan Summaries on the statement.
  • Include Location Level Summary: This can show patient balances at multiple locations if required.
  • Include Previous Balance Summary: Selecting this will show codes with balances from before this statement period.
  • Include Codes with $0.00 balance: Choose whether to include any entries where codes were charged with $0.00.
  • Include Adjustments: Choose whether to include adjustments as line items on the statement.

Notes and Dunning Message

  • Include Statement Notes: Select Yes and you can add Notes to all Statements, such as 'Thank you', 'Contact us at 888-888-8888 for questions about your bill', etc.
  • Include Dunning Messages: Use default Dunning messages to remind patients about their overdue balances.
    • When you select Yes, you can assign custom templates from the dropdown for each Aging Bucket.

To configure a Dunning Message template:

  • Navigate to the System Menu > select Practice Settings > Templates > Memo.
  • Locate memos with Statement Dunning Message as the Type.
  • Click the intended memo and click Edit.
  • You can edit the Name, Memo Type, and the Contents as needed.
  • Click Save once the changes have been made.
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There are three different methods of printing statements:

  1. The practice user will generate a statement, download it, print it, and hand it over to the patient in person or via Courier.
  2. The second method is to send an E-statement to the patient which they can access through the Patient Portal.
  3. The third option is to send the statement through a vendor who does the printing and sending.
  • Click Other Settings to select the options your practice needs for sending statements.
  • Click Edit to configure the following settings.
    • Use Printing and Mailing Service: Select Yes to enable printing and mailing service.
    • Use Patient Portal to Send E-Statements: Select Yes to send E-statements via Patient Portal.
    • When an Account has a balance in more than one Location, Send Statement: Choose to send combined or separate statements if there are multiple locations.
  • Click Save.

Practices can use this simple guide to easily configure statements in CareStack!

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