Generating Automated Statements

To generate Automated Statements:

Select Reports > Accounting > Statements > Electronic > Electronic Batch Preview. The Electronic Statements window is displayed.
Select the starting and ending names to include in the report using the drop-down lists in the Start and End fields.
Select from the following options:
To include billing statement information for accounts that contain a specific user code:To include billing statement information for accounts that contain a specific user code:Type the user code in the Only include Accounts with field.
To exclude billing statement information for accounts that contain a specific user code:To exclude billing statement information for accounts that contain a specific user code:Type the user code in the Exclude Accounts with field.

Accounts that have been referred to a collection agency, are inactive, involved in a legal case, or have been flagged for exclusion are not included in the billing statement results. The C, I, L, and N user codes are displayed in Exclude Accounts with field by default.

To apply a different billing charge to the billing statements:To apply a different billing charge to the billing statements:Type the information in the appropriate fields.
To apply a different finance charge to the billing statements:To apply a different finance charge to the billing statements:Type the information in the appropriate fields.
To itemize transactions for a specific number of days:To itemize transactions for a specific number of days:Type the number of days in the Itemize transactions for the last _ days field. The default value for this field is 45.
To specify the maximum number of pages to send when using Automated Statements:To specify the maximum number of pages to send when using Automated Statements:Select Not to exceed and type the maximum number of pages to send.

To avoid the additional page charge for Automated Statements, type 1 to minimize the number of statement pages sent to the clearinghouse.
To send statements only to patients who owe more than a certain amount:To send statements only to patients who owe more than a certain amount:Type the minimum amount in the Send for Amount due greater than or equal to field. The default value for this field is $0.01.
To include a message in the billing statement results:To include a message in the billing statement results:Type the message in the Statement Message field.
To generate billing statements only for a specific provider:To generate billing statements only for a specific provider:Select the provider identification number from the Providers section of the window. By default, billing statements are generated for all providers.

Click OK. The Electronic Statements List window is displayed and contains a list of the electronic statements that are ready to be transmitted.
Accounts that are more than 90 days overdue are displayed in red text. Accounts that have an invalid address are displayed in blue text. Accounts that have previously had a statement sent to the batch are displayed in green text.
Accounts that have been marked to receive statements online but have no e-mail address are unchecked, are displayed in blue text, and display an INVALID E-MAIL status when selected.

Select from the following options:
To sort the list by account name, account balance, or amount due:To sort the list by account name, account balance, or amount due:Click the column label.
To enter a new address:To enter a new address:Select the account, click Edit Acct and make the changes.
To exclude an account:To exclude an account:Deselect the checkbox.
To preview a specific statement:To preview a specific statement:Select the account and click Preview.
To preview all statements:To preview all statements:Click Preview All.
To remove a statement from the list of statements to be sent to the clearinghouse:To remove a statement from the list of statements to be sent to the clearinghouse:Deselect it.
To add an individual note to a statement:To add an individual note to a statement:Type the note in the Personalized Statement Note for Selected Account field.

Click Send. The Output Options - Electronic Batch Summary window is displayed.
Select the output option for the Statement Summary report and click OK. If you select Print, the Print window is displayed. Verify the printer information and click OK.

The statements are sent to a batch file for transmission. If you click Cancel before the process is complete, the batch file is not created.

In addition to creating the electronic statements, the following reports are generated:

Electronic Statement Report:Electronic Statement Report:Provides a list of the accounts that will receive electronic billing statements, plus balance information for each account.
Statement Run Summary Report:Statement Run Summary Report:Provides the following information: total statements sent, total balances billed, outstanding insurance, and amount due.
Budget Plan Report:Budget Plan Report:Provides a list of the accounts that will receive budget plan statements.

Also provides the following information: annual percentage rate, budget plan balance, and minimum payment.

The software prompts you, stating that the statement generation is complete and asking if you want to transmit. Click Yes to launch the eServices program and transmit the statements electronically. If you click No, you must follow the steps described in Transmitting Automated Statements.