Setting Office-Wide Statement Defaults

To set up statement defaults:

Select File > Preferences > Statement setup. You are prompted for your initials and password, which you must enter to continue. The Office Wide Statement Setup window is displayed.
Check the appropriate boxes in the Should we print area.

Print mail statementsPrint mail statements Select this option to print mail statements.
Minimum balance to printMinimum balance to print Enter the smallest amount for which you will print a statement in this field.
Print zero balancesPrint zero balances Select this option to print the amount that pays off the balance. This tells the system to print one statement for the patient after a $0.00 balance is achieved and then stop.
Print credit balancesPrint credit balances Select this option to print statements for accounts with credit balances.

Check the appropriate boxes in the When to print area.

Billing cycleBilling cycle Check monthly for monthly statements, or check in days __ and enter the number of days for the billing cycle if you want to send statements more frequently than once a month.
Day of month to printDay of month to print For daily billing, type 0 in this field to have PracticeWorks calculate the appropriate billing date for each account. If you do not want cycle billing, you can enter a day, such as 10, so that statements are due to be printed on the 10th of every month.
Reset when balance paidReset when balance paid If you entered 0 as the day of the month to print, select this option to reset each account’s statement cycle when it is paid off.
Reset when ins pmt receivedReset when ins pmt received If you entered 0 as the day of the month to print, select this option to send a statement and reset an account’s statement cycle whenever you post an insurance payment to the account.
New activity delay __ daysNew activity delay __ days This field determines how many days to wait after an account goes from a zero balance to a positive balance (usually after a visit), before the first statement is sent.
Delay until ALL insurance clearsDelay until ALL insurance clears Select this option ONLY if you want to wait for all insurance payments on the account to clear before sending a statement to the patient. Checking this box results in no statements being sent to a patient if there is an outstanding insurance claim.

Check the appropriate boxes in the What to print area.

Print amount due and datePrint amount due and date To print specific payment instructions, select this option and set the number of days you want between the statement date and the due date. It is recommended that you check this box and set the due date to 10 - 25 days from statement printing. Do not set it to more than 29.
Subtract ins estimate from amt dueSubtract ins estimate from amt due Select this option if you want the insurance estimate amount to be subtracted from the amount due. It is recommended that you check this box.
Claim is stale after __ daysClaim is stale after __ days Type a number in this field if you select the preceding option. This enables you to set a time to wait for insurance to pay before you ask the patient to pay the full balance.
Print procedure codePrint procedure code To print ADA codes on your statements, select this option. This is useful if you do not accept assignment of benefits and do not print insurance forms for your patients.
Print provider informationPrint provider information To print the name of the provider who performs each procedure, select this option.
Print account age messagePrint account age message Select this option to print the 30 days, 60 days, 90 days, or 120 days information on statements.
List outstanding claimsList outstanding claims Select this option to print information about the patient’s outstanding insurance claims on statements.
Transactions to printTransactions to print Select either since last statement to print only new transactions on the account, or details of balance to print all the transactions still reflected in the account balance.

Enter the appropriate information in the Charges to add area.

Do not select Charge interest on your first statement run.
Charge interestCharge interest Select this option to charge interest on an outstanding balance.
Charge interest on pay planCharge interest on pay plan If you use payment plans, you can select this option to charge interest on the entire account balance, including the amount deferred to the payment plan. If you do not select this option, interest is charged only on the amount due.
Monthly interest rateMonthly interest rate If you charge interest, enter a percentage in this field. Multiply this number by 12 to determine the annual interest rate you are charging. For example, a monthly rate of 1.5% equals an annual rate of 18%.
Minimum interest chargeMinimum interest charge If you want PracticeWorks to assess a re-billing fee instead of a small interest charge, enter an amount in this field. When interest is calculated and it is less than the amount in this field, this amount is charged and referred to as a re-billing fee.
Interest grace period (days)Interest grace period (days) Enter a number in this field to determine how many days to wait from a transaction date before charging interest.
Minimum balance to charge interestMinimum balance to charge interest Enter an amount in this field to avoid charging insignificant interest amounts to small balances. This should match the amount in the Minimum balance to print field.
Late chargeLate charge Type an amount in this field if you want to charge your patients for not remitting payment by the due date.
Late charge grace period (days)Late charge grace period (days) If you elect to have late charges, you can set a grace period in this field. This number, when added to the number of days from the statement that payment is due, should not be greater than 29.

Check the appropriate boxes in the Walkout statement options area. These apply only to walkout statements.

Print amount duePrint amount due Select this option if you want the current amount due for each account to print on walkout statements. This amount is the amount due from the last mail statement, minus any payments received.
Print walkout statements after checkoutPrint walkout statements after checkout Select this option if you want the Print and Submit Options window, which pops up after checkout, to default to having this option checked.
Print today’s date in DUE DATEPrint today’s date in DUE DATE Select this option if you want the amount to be due right away.

Click OK.