CareStack allows you to send customizable statements to patients from the patient profile. Let's explore how to generate and send a statement to a patient. To view how to 'Configure Statements', click here.
Topics Covered
- Generate Statements for a Patient
- Send Generated Statements
- Manually Mark as Sent or Failed
To generate statements and send them to patients, perform the following steps.
- Select a patient using the Global Search bar.
- Hover over Billing > select Statements.
Explore this video for a thorough walkthrough.
To generate statements, perform the steps given below.
- Click Generate Statements.
- Select Generation Criteria. The description of each item is given below.
| Criteria | Description |
|---|---|
| Include Account Statements | Click Yes to include the patient's account members in the statements. |
| Exclude Contracted Balance | This includes the balance associated with payment plans. If the client has a contract, you can send or exclude it from the statement. |
| Exclude Unadjusted Trans. (Transaction) Charges | Refers to charges associated with third-party payments. Excluding this will raise the patient balance as it will no longer factor in the transaction charge that has yet to be posted. |
| Statement Start Date & End Date | Enter the start date and end date for the statements. You can choose the last statement date, a Custom start date, or the date when the balance was 0. |
| Include Due Date | Select Yes to include a due date and select the date from the calendar. If this option is enabled, select the Statement Due Date. |
| Include Aging Summary | Select this option to show a breakdown of their balance by aging summary. |
| Include Payment Plan Summary | Select this option to include the Payment Plan Summaries on the statement. |
| Include Location Level Summary | This will show patient balances at multiple locations if needed. |
| Include Previous Balance Summary | Selecting this will show the previous balances before the current statement period. |
| Include Codes with $0.00 balance | Select No to remove entries that have a code with a zero dollar amount. |
| Include Adjustments | Select No to remove any adjustments as line items on the statement. Adjustments will be reflected in the code balance itself. |
| Include Statement Notes | Select Yes and you can add Notes to all statements, such as 'Thank you'. |
- Click Generate Statements at the bottom right.
The generated statement will appear on the patient's statements grid with its Status as 'Generated'.
Dive deep with this detailed walkthrough video.
To send generated statements, perform the steps given below.
- Click the three-dot menu on the intended generated statement.
- Click Send.
- Select the statement sending method.
- Send via Print & Mail Service
- Send to Patient Portal Only
| Note: You can choose to send statements via both methods by selecting Send via Print & Mail Service and selecting the And also send to Patient Portal option. |
- Click Confirm.
| Note: To enhance the payment process for customers using portal payments and assist practices in improving collections, we have included a 'Make Payment' button in the email notifications for generated statements. This addition helps patients make payments instantly and conveniently. |
- You can view the statement in the Patient Portal in Payments > Statement History > Download.
| Tip: Choose the Download and Print option to print statements directly from CareStack using your printer. We recommend using the Standard #10 - Double Window Envelope for best alignment of the addresses. |
To further track the status of a generated statement, you can manually mark it as Sent or Failed. This option will be useful for a scenario where you will be using the statements with external vendors and you are unable to track the status once a statement has been generated.
- Click the three-dot menu.
- Select the Mark Sent option.
- Click Proceed on the confirmation modal.
- The Status of the statement will be changed to Marked Sent.
If there was a failure in the delivery of the sent statements, you can mark the statement as Failed.
- Click the three-dot menu on the statement that was Marked as Sent.
- Click Mark Failed.
- Click Proceed to confirm the action.
- The Status of the statement will be changed to Marked Failed.
| Tip: Click on the Note icon and click Add Notes to enter the failure reasons. |
| Note: Track the statements that are Marked as Sent and Failed using the Status filter. |
You can alter the Marked Failed and Marked Sent statuses if needed.
- Click on the three-dot menu and select the Reverse Status option to revert it to the former 'Generated' status.
- If you need it to be reverted to the Marked Sent status, click Mark Sent again.
Practices can use this elaborate guide to learn how to generate statements and send them to patients.