Generate and Manage Batch Statements – CareStack: User Resource Center

A batch statement refers to a group of patient statements that are generated based on certain criteria. This allows for efficient processing and sending of multiple statements at once, rather than handling them individually. Batch statement creation can help avoid duplicating statements when running the process for multiple patients.

This guide explores generation of batch statements, including how to access, view, and manage them.

Topics Covered

Generate Batch Statements
Auto-Generate Batch Statements Periodically
View Generated Batch Statements
View and Manage Recurring Batches
Send Unsent Statements
Manually Mark as Sent or Failed

Generate Batch Statements

To generate batch statements, perform the steps given below.

Navigate to the System Menu > select Statements.

Click Generate Batch Statements.

Select the Generation Criteria. See below for the description of each criterion:

1. Statement Generation Scope

Regions: Most practices will not use this selection. This is typically only used for groups with multi-state locations, where those locations are organized into Regions.
Default Locations: Set the location of the patient's home office for the statement. This allows you to send them to all the offices in your environment, or just to particular offices.
Choose Account(s): You can choose all accounts or make a custom selection based on the responsible party(ies).
Patient Type: Can generate for either General, Ortho, or both types of patients.
Accounts with these Balances: Select the criteria for the type of balances.

Note: For 'Accounts with these Balances', hover over the 'i' icon to see the description.

2. Account Balances & Statement Period

Net Patient Balance Greater than: Select the 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 it to all balances.
Exclude Contracted Balance: If the client has a contract, you can choose to send or exclude it from the statement batch.
Exclude Unadjusted Trans. (Transaction) Charges: This will remove balances from the statement run due to third-party financing.
Statement Start Date: Choose the last statement date or a custom date. You can also choose the date when the patient’s balance was last zero.
Statement End Date: Select the statement end date.
Include Due Date: Select Yes to include a due date and set the Statement Due Date from the calendar.

3. Exclude Statement Generation for

CareStack allows you to include or exclude the following patients in your statements. Select Yes or No for the following.

Patients with Open Claims
Patients sent to collection agency
Inactive Patients
Patients with Labels: Here, you can add labels to employees, friends, family, or other custom groups of patients.
Responsible Parties with Labels: Similar concept as above but with Responsible Parties.
Accounts where Statement was Last Generated within: You can remove a statement if one was generated recently for a patient by entering the number of days since it was last generated.
Patients with Insurance Plans: You can avoid billing the patients with specific insurance plans.

Note: If ever patients convey that they have not received their statements, make sure to check the Exclude Statement Generation for Criteria for the options listed right above.

4. Customization and Printing

Generate Separate Statements for Ortho Patients: Choose Yes to sort transactions separately for Ortho patients.
Print Aging Summary: Select this option to show a breakdown of their balance by aging summary.
Print Payment Plan Summary: Select this option to print Payment Plan Summaries on the statement.
Print Location Level Summary: This can show patient balances at multiple locations as needed.
Print Previous Balance Summary: Selecting this will show balances from before this statement period.
Print Adjustments: Select No to remove any adjustments as line items on the statement. Adjustments will be reflected in the code balance itself.
Print Codes with $0 balance: Select No to remove entries that have a code with a zero dollar amount.

5. Notes and Dunning Message

Include Statement Notes: Select Yes, and you can add Notes to all statements, such as 'Thank you'.
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. Select the required dunning message trigger for different aging buckets.

Note: This option will be unavailable (greyed out) if no template has been created and integrated into the system for the dunning message. To enable it, navigate to the Practice Settings > Templates > Memo, and add a new template with the Memo Type set to 'Statement Dunning Message'.

Click Generate Batch.

Note:

Users can generate 3 batch statements at a time.
As a batch is being generated, the completion percentage and estimated time of completion will be displayed.

Filter the batch statements by clicking the Filter button and selecting a Status. Then click Apply to view statements with the selected status.

Click on the batch to view Statement Details such as Patient names, Locations, Patient Portal Status, etc.

To send the generated batch of statements, click Send.

Select the statement sending method: Send via Print & Mail Service or Send to Patient Portal Only.
- To send statements via both methods, select Send via Print & Mail Service and enable the And also send to Patient Portal option.
Click Confirm.

Additional Actions on Batch Statements

Statement Status: Click the button to view the history of the statement generation.
Void: Click Void to void the entire batch.
Print Statement: Click this button to download the statement to your system for printing.
Exclude: Click this button to prevent the selected statement from being sent to the patient.

Note:

You can easily perform the following actions by clicking the three-dot menu and selecting the desired action.
Select Download and Print to download and print selected statements and send them at your convenience. Check out the envelope recommendations before sending.

Auto-Generate Batch Statements Periodically

Once you have navigated to Statements and clicked Generate Statements, in the slide-out that opens,

Select the Schedule this batch criteria to auto-generate periodically option at the bottom.

In the slide-out that appears,

Frequency: Choose how often statements should be generated - Weekly, Biweekly, or Monthly.
- To select the start date, use the date picker.

End Recurring Generation: Specify the expiry of the recurring statement generation. Set it to Never to keep it ongoing, or select On to enable an end date.
- If you have selected On, choose the date when the statement generation should end from the date picker.

Include Due Date: Select Yes to include the statement due date, or No to exclude it.
- If you have chosen Yes for Include Due Date, enter the due date in the Statement Due Date field that appears, specifying it in days or weeks from when the statement is generated.
Click Generate & Schedule Batch.

View Generated Batch Statements

To view generated batch statements, perform the steps below.

The Batch History slide-out displays previously created batches, including Recurring Batches.
Filter by 'User, System' to find auto-generated statements.
Batches may have various statuses: Generated, Pending, Sent, Partially Sent, Send Failed, and Void.

To include required statements on the list, click the Filter icon > select the statuses > click Apply.

To search for a batch, select the User who generated it or select the Statement Date.

You can click on a prior batch to view all patients included in that batch.

The top section of the batch provides high-level information, such as the Number of Statements, the Total Number of Patients, and the Total Patient Outstanding Amount. If any statements have been sent, the Number of Statements Sent via mail and the portal will be visible.
Click the History icon to view the statement history from the time it was generated until it was sent.
To view the status history of the entire batch, including its current status, the user who started the batch, and the date and time it was started, click Status History button on the top right.
Patient information includes the Responsible Party (R.P.), default Location, Aging Balance (both patient and insurance), Total Balance (sum of aging buckets), and Insurance Balance.

To download the Generation List, Generation Criteria, or Exclusion List, click Download and choose the desired option.

You can void or exclude a statement from the batch.

Click the three-dot menu.
Click Void or Exclude as needed.

For bulk action,

Select the required statement(s).
Click Exclude or Void as needed.

Click the Note icon on a patient entry to add or edit a note on a statement that has not been sent yet.

View and Manage Recurring Batches

'Recurring Batches' generate and send patient statements at a regular set interval for outstanding balances.

To view recurring batches,

Select the Recurring Batches tab.
Each batch displays Frequency, Created by, and Date of creation.

Click the three-dot menu.
- Select View Generation Criteria to review the criteria.
- Select Terminate to stop the generation process.

Click the downward arrow to view the batch information: a generated batch statement will display information such as Total Outstanding Amount, Number of Patients, Created by (indicating that the statement was automatically generated by the user's system), Date and Time.

Send Unsent Statements

To find patients with unsent statements and to initiate statement sending, perform the steps below.

Click on a Partially Sent batch from the Batch History slide-out to see which patients have not received their statements.
Locate the patients who have a Pending or Send Failed status.
- Utilize the Filter to quickly find them by status.

Select the patients.
Click Send.

Select Available Services, which represent the sending methods.
Click Confirm.

Manually Mark as Sent or Failed

To further track the status of a generated statement, you can manually mark it as Sent or Failed. This option is useful when using statements with external vendors and you cannot track their status after a statement has been generated.

If you need to mark a generated statement as Sent,