Sending Statements Using Buckets

Billing > Statements

This section is where you can generate a batch of statements to send out to patients with Past Due balances using the statement buckets here. The patients will fall into these buckets once the Due date has passed. Meaning if you ran a statement for a patient and didn't run another one the following month, it will start pulling into the bubbles letting you know your patient's are past their due date by the number of days.

*Please Note: You can use the All Billed bucket, but we recommend the 1 30 60 90 buckets when using this format of statement generation

Within this section:

  • Never Billed (purple box): New patients that have not been billed with a future due date
  • All Billed (green box): All patients that have been billed
  • 1st Statement (pink box): Patients who have 1 open statement with an outstanding balance 
  • 2nd Statement (orange box): Patients who have 2 open statements with an outstanding balance
  • 3rd Statement (red box): Patients who have 3 open statements with an outstanding balance
  • 4+ Statement(s) (black box): Patients who have 4 or more open statements with an outstanding balance

The patient's will fall into these buckets when the due date has aged past that time. (I.e. the first due date sent to the client was 8/31/2020 they will populate into the bubble once it is 9/1/2020).

Never Billed Bucket

While in the Never Billed bucket, you will be able to set up and generate a batch of statements with a due date for patients that have never been billed.

  • Green Box: Here you will put any remarks you would like to put at the top of all your new patients statements. Currently, we have practices using this for Balance as of (Date):  Statements Quick Text
  • Purple Box: This is where you can put any remarks for the bottom off all new patient statements. Statements Quick Text
  • Pink Box: This is where the due date will be set for future statements. *Please Note: The due date will always be set to the future date

  • Print Formats: 
    • *New* A9 With Credit Card Payment
    • A9 - Envelope:
    • A10 - Envelope 
    • Exclude Patent Address

Next, select the patients that you want to generate statements for (purple box). Then click on Generate Statements (pink boxes).

Once you have generated your statements, you can now Email All (you must have the General Store and Card Connect add-ons to use this feature) or Download All (green box). Once you're finished, click Done (red box). If you made generated statements for the wrong patients, just click Delete and Re-Run Statements (pink box). 

All Billed

Next we have the All Billed bucket. The Statement bucket for All billed will show a lot of data about the patient statement status, including:

  • First time a statement was generated
  • First due date for the statements
  • How many open statements they have
  • Last due date when statements were created

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This buckets also will tally up all the patients you have billed. 

It allows you to view all patients that have 1-4+ open statements with a balance due as well as generate statements for these buckets. 

When changing the date for all of your billed patients or certain billed patients, make sure to select a past date. This will allow billed patients to fall into the correct buckets. 

Select all patients you would like to re-bill and send statements to based on your past due date. Click Generate Statements.

Now click on Done after you either Email All (you MUST have the General Store Add-On to use this function) or Download All.

Once you click done, you will see that your bucket numbers drop. These are the patients from the All Billed bucket. 

These buckets will need to be individually ran in order to make sure that once a patients due date ages, it will fall into one of these buckets. When changing the due date, make sure it is a past due date. 

Once you have put in any information you need into the corresponding fields, click Save Settings. Next, select your past due date (due date MUST be a past date). This will be the due date moving forward with the coordinating bucket. 

When changing the date for all of your past due patients or certain billed patients, make sure to select a past date. This will allow billed patients to fall into the correct buckets. 

Select all patients you would like to re-bill and send statements to based on your past due date. Click Generate Statements.

Now click on Done after you either Email All (you MUST have the General Store Add-On to use this function) or Download All.

Once you click done, you will see that your bucket numbers drop.

*Please note: You will need to run these buckets individually in order to properly track past due patients.