Patient Statements Print Instructions

Use the Patient Statements Print Instructions to print patient statements.  There are a variety of options available for printing statements including sort options, ability to print eight different statement messages and options to print additional information on the statements.  In addition, there is an option to print individual statements and year end patient statements.  Patient statements are generated based on a 28-day cycle.  It is important to print patient statements the same time each month or week.  For example, if you run statements monthly on the second Monday of each month, then make sure you print them on that day.  If you run statements weekly, every Monday then you need to print them each Monday.

Tip:  For more information about running reports, see Print View.

Directions:

To see directions for...

• Opening the Patient Statements Print Instructions, click More.

   

  1.  Click Billing Functions from the Menu Bar.

  2.  Click Patient Statements.

  3.  Click Patient Statements.
  
  Or, use the keyboard shortcut:  [ALT] [b] [c].

   

  Patient Statements Print Window Example:

  

   

• Choosing the Selections, click More.

   

  Patient Statements Print Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Billing Date	To accept the Workfile Build Date as the Statement Billing Date, press [TAB] or enter another date as the statement date. (mmddccyy - slashes and century optional) Tip:  You can back-date the billing date if needed.  For example, if you normally run statements on Monday, but a particular Monday is a holiday, you can run the statements on Tuesday instead but enter Monday's date as the billing date.
  Sort By	To specify the method for sorting the patient statements, click a choice. Sort By options: By Account Number - to print statements in patient account number order By Patient Name - to print statements in patient last name order By Patient Zip Code - to print statements in patient zip code order
  Statements Parameters
  Form Types	To select All Forms Types to print for patient statements, click to select the box. To select specific Form Types to print for patient statements, click the appropriate Form Type name in the list.
  Providers	To limit printing statements for specified providers, enter the beginning Provider ID in the range, followed by a dash (-), and then the ending Provider ID in the range. Tip:  Generally leave Providers blank, to include all providers.
  Locations	To limit printing statements for specified locations, enter the beginning Location ID in the range, followed by a dash (-), and then the ending Location ID in the range. Tip:  Generally leave Locations blank, to include all locations.
  Groups	To limit printing statements for specified groups, enter the beginning Group ID in the range, followed by a dash (-), and then the ending Group ID in the range. Tip:  Generally leave groups blank, to include all groups.
  Printing Options
  Print Referring Physician	To print the Referring Physician ID on the statements, click to select the box. To omit printing the Referring Physician ID on the statements, make sure the box is de-selected.
  Print Insurance Name	To print the Insurance Company Name at the top of the statements, click to select the box. To omit printing the Insurance Company Name on the statements, make sure the box is de-selected.
  Combine Adjustments	To accumulate all adjustment amounts for the patient and print one total adjustment amount for the patient, click to select the box. To print each adjustment amount for the patient, make sure this box is de-selected. Note:  Generally, NDS does not recommend selecting this option as it is difficult for patients to reconcile their statements if adjustments are combined.
  Year End Statements of Account	To print a Year End Statement for patients, click to select the box. To omit printing a Year End Statements for patients, make sure the box is de-selected. Notes:   A year end statement prints the patients activity for the year on the statement and includes all fully paid tickets.  Often, you print Year End statements for Medicare patients who need their healthcare services and visit information for tax purposes. To specify the accounts to print statements for, see directions for Specified Accounts and Year End Patient Statements in this topic.
  Print Patient's Last Name on Each Line	To print the patient's last name on each transaction line, click to select the box. To omit printing the patient's last name on each transaction line, make sure the box is de-selected.
  Balance Range From	To specify a minimum dollar amount the patient's balance must be in order to print a statement, enter the dollar amount. Tip:  To print statements for all patients regardless of their balance leave this field blank.
  To	To specify the maximum dollar amount the patients' balance must be in order to print a statement, enter the maximum dollar amount. Tip:  To print statements for all patients regardless of their balance leave this field blank.
  Type Processing	To specify the type of statement processing other than normal billing run, select one of the following: Normal Billing Run - prints all statements that qualified based on the parameters entered above.  This is the default unless you select another option. Restart Normal Run - prints all statements that did not print during the normal run.  For example, if your statement run aborted unexpectedly, perhaps during a printer jam, you can restart it.   Note:  For directions, see below. Specified Accounts - prints statements for specified patient accounts Notes:    Statement information comes from the ticket file not the billing workfile.   You can use this option to print individual statements and year end statements. For directions, see below.
  Select Status to Print	To print statements for a specific patient status, click a choice in the drop-down list. Note:  This field is only available if you select Normal Billing Run as the Type Processing.
  Restart Normal Run Note:  The following field is only available if you choose Restart Normal Billing Run as the Type Processing.
  Enter Last Account # That Printed	If this is a restart statement run, enter the patient account number of the last good statement that printed. (up to 6 characters) Notes: To indicate this is a restart statement run, make sure you select Restart Normal Billing Run.  When you select this box, the Enter Last Account # That Printed field is activated. When you run a restart, make sure that all your other options are the same as the original print run. Example: If your printer jammed on patient account number 4075, enter 4075 during the restart to indicate it is the patient to start printing.
  Specified Accounts Note:  The following field is only available if you choose Specified Accounts for Type Processing.
  Enter Accounts	Entry Options: To print a single patient statement, enter the desired patient account number and press [ENTER]. To print a group of patient statements, build a list of patient account numbers by entering the first patient account number followed by a "," (comma) then the next patient account number in your list.  Continue entering in this fashion until your list is built.  To complete the list, press [ENTER]. Note:  To search for the appropriate patient account number, click Search .
  	Displays the default printer number.  For more information, see Printing Options.
  	To print a test pattern to check the alignment of the statements in the printer, click Align. Notes: After the test pattern prints, check the alignment.  If the form is not aligned, make adjustments and click Alignment. When the form is aligned correctly, proceed by clicking Print. The test pattern will print the Xs in the top portion of the statement for the patient name and address, statement date, patient account number and patient balance and Xs for the first line of ticket detail in the detail area of the statement.
  	To generate the report, click Print or press [ENTER]. Keyboard shortcut:  [ALT + p]
  	To escape from the print routine, click Cancel. Keyboard shortcut:  [ALT + c]

   

  Edit Statement Header Step

  After clicking Print, the following window displays:

  

   

  Patient Statements Print - Edit Header Step Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Left Header Line 1 - 4	To print up to four lines of text on the top left portion of each statement enter the text for line 1, 2, 3 and 4, if applicable. (up to 30 characters per line) Notes:   The header and footer lines of text are optional and should only be used if your facility's name and address are not pre-printed on the statement form.  You may find it handy to maintain a location name and address as the header, if your organization has multiple locations and you choose to print the specific location information on the statements.  To do this you will need to print statements by location and maintain the appropriate location name and address as the header for the location that you print for. While there are four left header lines available you can use all four lines or only as many lines as you need.
  Right Header Line 1 - 4	To print up to four lines of text on the top right side of each statement enter the text for line 1, 2, 3, and 4, if applicable. (up to 30 characters per line) Notes:   The header and footer lines of text are optional and should only be used if your facility's name and address are not pre-printed on the statement form.  You may find it handy to maintain a location name and address as the header, if your organization has multiple locations and you choose to print the specific location information on the statements.  To do this you will need to print statements by location and maintain the appropriate location name and address as the header for the location that you print for. While there are four right header lines available you can use all four lines or only as many lines as you need.
  Footer	To print a footer at the bottom of each statement, enter the text for the footer, if applicable. (up to 30 characters)
  	To continue to the next step, click Continue or press [ENTER]. Keyboard shortcut:  [ALT + c]

   

  Edit Statement Messages Step

  After clicking Continue, the following window displays:

  

   

  Patient Statements Print - Edit Statement Messages Step Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  No Payments Made Note:  You have eight different messages available to print on statements.  The appropriate message will print on the patient's statement based on their patient balance and the date of their last payment.
  Current	To specify the Remarks Code to print as a message on a statement if the patient's oldest patient balance is current, enter the appropriate Remarks Code. Note:  To search for the appropriate Remarks Code, click Search .
  30 Day	To specify the Remarks Code to print as a message on a statement if the patient's oldest patient balance is 30 days old, enter the appropriate Remarks Code. Note:  To search for the appropriate Remarks Code, click Search .
  60 Day	To specify the Remarks Code to print as a message on a statement if the patient's oldest patient balance is 60 days old, enter the appropriate Remarks Code. Note:  To search for the appropriate Remarks Code, click Search .
  90 Day	To specify the Remarks Code to print as a message on a statement if the patient's oldest patient balance is 90 days old, enter the appropriate Remarks Code. Note:  To search for the appropriate Remarks Code, click Search .
  120 Day	To specify the Remarks Code to print as a message on a statement if the patient's oldest patient balance is 120 days old, enter the appropriate Remarks Code. Note:  To search for the appropriate Remarks Code, click Search .
  Most Recent Payment Within
  30 Day	To specify the Remarks Code to print as a message on the statements for patients who have made a payment within the past 30 days, enter the appropriate Remarks Code. Note:  To search for the appropriate Remarks Code, click Search .
  60 Day	To specify the Remarks Code to print as a message on the statements for patients who have made a payment within the past 60 days, enter the appropriate Remarks Code. Note:  To search for the appropriate Remarks Code, click Search .
  90 Day	To specify the Remarks Code to print as a message on the statements for patients who have made a payment within the past 90 days, enter the appropriate Remarks Code. Note:  To search for the appropriate Remarks Code, click Search .
  120 Day	To specify the Remarks Code to print as a message on the statements for patients who have made a payment within the past 120 days, enter the appropriate Remarks Code. Note:  To search for the appropriate Remarks Code, click Search .
  Year End Statement of Account Note:  The following fields only display if you chose the printing option - Year End Statement of Account.
  Account Number Range From	To limit the year end statements to a range of patients, enter the beginning Patient Account Number in the range. (up to 6 characters) Tip: To include all patients, leave blank.  Or, to print a statement for an individual patient enter the patient account number as the From and To fields.
  To	To limit the year end statements to a range of patients, enter the ending Patient Account Number in the range. (up to 6 characters) Tip: To include all patients, leave blank.  Or, to print a statement for an individual patient enter the patient account number as the From and To fields.
  Date of Service Range From	To limit the services to include on the year end statements to a range of service dates, enter the beginning Service Date in the range. (mmddyy, no slashes) Tip:  Often you will enter a service date range for a calendar year with the beginning date of service as of January 1.  Or, to include all service dates, leave this field blank.
  To	To limit the services to include on the year end statements to a range of service dates, enter the ending Service Date in the range. (mmddyy, no slashes) Tip:  Often, you will enter a service date range for a calendar year with the ending date of service as of December 31.  Or, to include all service dates, leave this field blank.
  Self Pay Only?	To limit the year end statements to patients who are responsible for paying for their services themselves, click Yes.   To print year end statements for all patients regardless of who is responsible for payment of services, click No.
  	To proceed with printing the patient statements, click continue or press [ENTER].

   

• Printing Individual or Year End Patient Statements, click More.

   

  1.  Maintain the appropriate Billing Date to print on the statement.

  2.  Select the Printing Option - Year End Statement of Account, if this is a year end statement.

  3.  Select Specified Accounts as the Printing Option.

  4.  Enter the patient account number for the patient statement.

  5.  Enter or accept the displayed Printer Number.

  6.  Click Alignment to align the statement form in the printer.

  7.  Click Print.

  8.  Maintain the appropriate statement messages.

  9.  Maintain the beginning and ending service dates to print on the statement.

  10. Click Continue to print the statement.

   

• Report Sample(s), click More.

   

  To see an example of the report, click Patient Statements Print Sample.