Objective
To provide a clear, step-by-step process for generating, scheduling, and distributing patient billing statements within the CareStack platform
Scope
This procedure applies to administrative and billing staff responsible for managing patient accounts and collections.
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Please note: Before any statement generation, please ensure Unapplied Credit Management is reviewed to post all credit to patients with an active balance. |
1. Accessing the Statements Module
Navigate to the Menu icon in the top right corner of the CareStack dashboard.
Under the Billing section, select Statements.
Click the Generate Batch Statements button located in the center of the screen.
2. Scheduling Batches
Selection Criteria: Review the statement generation criteria. Most settings should be pre-configured based on office defaults.
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Scheduling Recurring Batches (Recommended): To automate this process:
Check the box: "Schedule this batch statement to auto-generate periodically."
Frequency: Set to Weekly.
End Date: Set to Never to ensure it runs continuously.
Due Date: It is recommended to leave Include Due Date as No.
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Click Generate & Schedule Batch.
Once statements have been scheduled CareStack will generate the list of statements weekly based on the criteria, but you will still need to come into the statement module weekly to review the list of statements that are generated, review which statements to send or void, and then send out the necessary statements.
3. Reviewing the Statement Batch
Wait for the progress bar to reach 100%.
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Review the Batch Summary at the top, which includes:
Total number of statements and patients.
Total outstanding patient balance.
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Verify Patient Portal Status:
Enabled: These patients can receive electronic statements (e-statements).
Disabled: These patients will require physical printing and mailing.
Void any statements that you don’t want to send to patients by checking the box next to the statement and then clicking the Void button at the top of the list.
4. Sending Statements
Select the desired statements from the list.
Click the Send button.
In the pop-up menu, select Send via Print & Mail Service and also check the check box that states And also send to Patient Portal (additional fees may be associated with this feature).
Click Confirm. CareStack will have statements printed and mailed to your patients and will also generate e-statements and email the patients to notify them their statement is ready for viewing.
Check out this User Resource Center article to learn even more about sending patient statements!