Billing

Filter Options

The Filter options list the specific Invoices based on the billing needs.

• Date Range: Choose the Date Range for the Invoices from the drop-down. You can also select the 'From' and 'To' options to custom the date range. By default, the Invoices of the last two years will be selected. Choose the required 'Date Range' (say Previous Quarter). By default, the 'Last 2 Years' option gets selected. If required, you can select the custom dates using the 'From' and 'To' fields. On clicking the 'Generate' button, only Invoices from the selected 'Date Range' will be considered for the Statement.
• Invoice Filter Options:
  
  1. All Invoices: Lists all Invoices based on the selected date range. This option is useful for sending Yearly/Quarterly Statements to Patients.
  2. Show Invoices with Due: Select this option to list the Invoices with Due. This option is useful for Cash-based Practices as they want to collect the payment for all Invoices with Due.
  3. Show Invoices for which Claim is Processed: Shows the list of Invoices for which the Claim process has been completed, EOB has been posted, and the remaining due that needs to be collected from the Patients. This option is useful for Practices that deal with Insurance billing as they want to collect payment for the Invoices with due, once the Claim processing gets completed. You can enable the Exclude Invoices from Statement if Claim is not generated within n days of 'Invoice Date'. i.e. The Practice will generate a Claim within 15 days for all necessary Invoices. If a Claim is not generated, an Invoice can be added to the Statement and billed to the Patient.

Statement Search Options

• Statement by Sent Date: The list of Patients appears based on the Statement's last sent date.
• Statement by Last Sent Mode: This option lists the Patients for whom the Statement was sent using the last sent mode viz., Email, PHR, Cell Number, and Mail.
• Patient Communication: This option lists the Patients for whom the Statement sent was using a particular sent mode. The Statements can be sent through Email, PHR, Cell Number, Email and No PHR, No Email, Cell Number & No Email, No Cell Number & No Email.
• Show Patients by Name: Select this option to list the Patients in the range of alphabetical order.
• Payer Name or ID: Select this option to search for Patients of a particular Payer.

Sending Patient Statement

Send to PHR

The Practice can send the Statements to the Patient's PHR account by following the steps given below.

1. Go to 'Billing > Patient Statements'
2. Choose the Patient with a PHR account.
3. Select the 'More Options' (...) icon against the Patient and select the 'Send to PHR' option.
   
   
4. If you need to send the Statements to the Patient's Email ID along with the PHR, select the 'Send to Email too' option.
5. To send a notification to the Patient's mobile number, enable the 'Send Text Notification' option. This option will be available for Practices with the 'Text / Voice Notifications' feature.
6. If Bluefin payment gateway is enabled for your Practice, the option 'Allow payment through PHR' gets selected by default.
7. Select the Beneficiary to which the payment should be transferred.
8. If the 'Allow payment through PHR' option is enabled, the Invoice due amount gets filled in the 'Amount' field. You can also edit the amount if needed.
9. If you want to exclude the Invoices sent for Collection Agency, you can select the 'Exclude the Invoices Sent for Collection' option.
10. Select the Template of the Statement to be sent from the drop-down menu.
11. Edit the message content if needed.
12. Click the 'Send' button to send the Statement to the PHR account of the Patient.

Send to Email

The outstanding dues of the Patients can be sent to the Patient's linked Email address by following the steps given below.

1. Go to 'Billing > Patient Statements'
2. Select the Facility, choose the Date Range, and search the Invoices using the 'Search Options'.
3. Select the 'More Options' (...) icon against the Invoice and select the 'Send to Email' option.
   
4. To send a notification to the Patient's mobile number, enable the 'Send Text Notification' option. This option will be available for Practices with the 'Text / Voice Notifications' feature.
5. If the Bluefin payment gateway is enabled for your Practice, the option 'Enable Online Payment' gets selected by default.
6. Select the Beneficiary to which the payment should be transferred.
7. The Invoices with the payment due get listed. If the 'Enable Online Payment' option is selected, the Invoice due amount gets distributed under the 'Payment Requested' field. You can also modify the payment requested amount if needed.
8. Select the Template of the Statement to be sent from the drop-down menu.
9. Edit the message content if needed.
10. Click the 'Send' button to send the Statement to the Email address of the Patient.

Send to Cell Number

The Practices that have enabled the Payment Gateway feature can send the Patient Balance Due Statement Payment URL to the Patient's Cell Number with which the Patient can view the respective PDF and make payment from their Cell phone. This feature will be available for Practices that have enabled the 'Text / Voice Notifications' feature. To send the Patient Statement to the Cell Number, follow the steps given below.

1. Go to 'Billing > Patient Statements'
2. Select the Facility, choose the Date Range, and search the Invoices using the 'Search Options'.
3. Select the 'More Options' (...) icon against the Invoice and select the 'Send to Cell Number' option.
   
4. If your Practice has enabled the Bluefin Payment Gateway, the option 'Enable Online Payment' gets selected by default.
5. Choose the Beneficiary to which the payment should be transferred.
6. The Invoices with the payment due get listed. If the 'Enable Online Payment' option is selected, the Invoice due amount gets distributed under the 'Payment Requested' field. You can also modify the payment requested amount, if needed.
7. Select the Template of the Statement to be sent from the drop-down menu.
8. Edit the message content, if needed.
9. Click the 'Send' button to send the Statement to the Patient's Cell Number.

Bulk Sending of Patient Statements

The Practice can send Statements to multiple Patients at once by following the steps given below.

1. Go to 'Billing > Patient Statements'
2. Select the necessary filter and Search Options.
3. Choose the Statements to be sent and click the 'Send Statement' button, as shown below.
   
4. Select the mode of sending the Statements from the drop-down viz., To PHR Account, To Email, Send to Cell Number.
   

   Note: If the Patient does not have a PHR account or Email address, a warning message will be shown.

   
   
5. If your Practice has enabled the Bluefin Payment Gateway, the 'Allow payment through PHR' option while sending the statements to the PHR and the 'Enable the Online Payment' option while sending to Email or Cell Number get enabled by default. The Invoice due amount will be the Payment Requested amount.
6. Choose the Beneficiary to which the payment should be transferred.
7. Choose the required Template to send the Statements and edit the content, if needed.
8. Click the 'Send' button to send all the Statements to the respective Patients.
9. On sending all the Statements successfully, they get listed under the 'Sent Statement History' section.
   

Balance Due View

• The detailed view of the Patient balance due can be viewed by clicking the Statement. This can also be viewed under the 'Patient Dashboard > Balance Due' section.
  
• This page shows the Patient balance details along with the Patient and Insurance responsibilities. The Invoices can be selected based on various conditions and the Practice could send selected Invoices to the Patient for billing.
• The Search Options are provided to search and select the Statements.
• The Statements can be sent to the Patients by clicking the 'Send Statement' button. You can send the Statements to the Patient's PHR account, Email, or Cell Number.
  
• The Practice can also add the payment by clicking the 'Add Payment' button.
  
• You can also 'Print' and 'Download' the entries on the page.
• Practices can add Statement Notes in HTML format within the Statements section. It enables rich formatting options, including bold text, hyperlinks, and other HTML elements, improving the clarity and presentation of the notes compared to plain text.
• Under the 'Statement Notes' section, add or update notes in HTML format to enhance the presentation of your Statements.
  

Family Balance Due

Practices can add payments for the whole family from the 'Family Balance Due' section. The outstanding Invoices of all the linked members of the Family get listed in this section.

• Go to 'Patient Dashboard > Billing > Family Balance Due'.
• Choose the Invoices of the family members you need to make payments.
• Click the 'Add Payment' button and make the payment.
• The Receipts get generated for each member of the family separately.
  

Other Actions

Preview

To preview the Statement, follow the steps given below.

1. Go to 'Billing > Patient Statements'
2. In the Invoices listed, select the 'Preview' option against the Patient.
   
3. The preview of the statement with the invoice due amount gets displayed.
4. You can also select multiple Statements and click the 'Preview' button.

Download

The Statements can be downloaded by following the steps below.

1. Go to 'Billing > Patient Statements'
2. Select the Invoice(s) and click the 'Download' button.
3. The Statements get downloaded to your system.

Mark as Mailed

The physical copies of the Statements sent to the Patients can be 'Marked as Mailed' by the Practice by following the steps given below.

1. Go to the 'Billing > Patient Statements' section.
2. Click the 'More Options' (...) icon against the Invoice and select the 'Mark as Mailed' option.
   
3. Choose the Mailed Date and Mailed By options. By default, the address of the Patient gets filled in the 'Mailed To' field. Enter the comments, if any.
   
4. Click the 'Mark As Mailed' button.
5. You can select multiple Statements and mark them as mailed by clicking the 'Mark As Mailed' button above. The respective Patient's address will be taken as the mailed address.

Statement Settings

The following Settings can be configured by clicking the 'Settings' option under the 'Billing > Patient Statements' section.

• Default Option for 'Date Range' - Choose the default Date Range of the Invoices to be listed.
• Default Option for 'Show Invoices' - Choose the default option to be selected in the 'Show Invoices' filter option.
• Choose whether to show 'Diagnosis(Dx)Codes' in the Statement.
• Choose whether to show the 'Patient Responsibility' information for each Invoice in the Statement.
• Select the default Statement Layout. You can choose either the Double Window Envelope in which the Patient address & Facility address will be printed or the Standard layout in which only the Patient address will be printed.
• Choose whether to show both Invoice Summary & Invoice Details in the Statement PDF or only show the Invoice Summary in the Statement PDF.
• Select whether to use the available Facility Address or manually enter the address.

Creating Statement Templates

To send the Statements, you need to include the ${Payment URL} placeholder in all of your 'Send Statement - Email' and 'Send Statement- PHR Messages' templates. Follow the steps given below to create the Statement templates.

Send Statement - PHR Message Template

The 'Send Statement- PHR Message' template can be used while sending the Statement to the Patient's PHR account. Follow the steps below to create the 'Send Statement - PHR Message' template.

1. Go to the 'Settings > My Templates' section.
2. Click the '+ New Template' button to add the template.
3. Select the 'Send Statement- PHR Message' template type to create a PHR template and click the 'Proceed' button.
4. Enter the Template Name. Choose the 'Statement' option in the 'Group' drop-down menu.
   
5. Select the required field from the list. To request payment from the Patient and to include the payment link in the message, select the 'Payment Request' option. This automatically populates the Payment Link Place Holder.
6. Enter the Subject and the message details.
7. Click the 'Save' button to save the template.

Send Statement - Email Template

The 'Send Statement - Email' template can be used while sending the Statement to the Patient's Email address. Follow the steps below to create the 'Send Statement - Email' template.

1. Go to the 'Settings > My Templates' section.
2. Click the '+ New Template' button to add the template.
3. Select the 'Send Statement- Email' template type to create an Email template and click the 'Proceed' button.
4. Enter the Template Name. Choose the 'Statement' option in the 'Group' drop-down menu.
   
5. Select the required field from the list. To request payment from the Patient and to include the payment link in the message, select the 'Payment Request' option. This automatically populates the Payment Link Place Holder.
6. Enter the Subject and the message details.
7. Click the 'Save' button to save the template.

Customizing Statement Text Messages

• You can customize the text message sent to the Patient under 'Settings > Patient > Text / Voice Notifications > Text Notifications'.
• Click the 'Edit Text Content' button.
  
  
• Configure the required Text Messages for the 'Send Patient Balance Due Statement Notification' and click the 'Save' button.