Step 1: Assign Permission to Access Statements

1. In the left sidebar, select Settings.
2. Navigate to Practice Settings > Roles & Permissions.
3. Click the Edit button to modify access.
4. Expand the Billing section.
5. Select the Access Statements and Generate Statements checkboxes.

      

Step 2: Configure Settings for Statements 

You can configure client statements by selecting the information that appears, such as the practice address, check payment address, billing contact information, payment options, and a custom message. You can also include additional details, such as the client's date of birth (DOB), diagnosis codes, and other relevant fields. 

Steps to Configure the Statements: 

1. In the left navigation pane, select Settings.
2. Select the Revenue Cycle Management tab.
3. In the left pane, select Statements.

Address Options: Select an option to specify which address appears on the statement: 

• Primary Address – Prints the practice’s primary address.
• Client’s Primary Service Location – Prints the assigned service location (site) address.

Check Payment / Remit to Address: Select an option to specify the remittance address for check payments: 

• Use Practice Address – Prints the practice’s primary address.
• Custom Address – Prints a different remittance address. Enter the complete address where check payments should be sent.

Contact Information for Billing Questions: Enter the contact information for client billing inquiries: 

• Name
• Phone number
• Email address
• Website

Payment Options:  Select the accepted card payment options. If a card type is not listed, select Other and enter its name. The selected payment options appear in the top-right corner of the statement. 

• Visa
  
• Mastercard
  
• Amex
  
• Discover
  
• Paypal
  
• Custom

Additional Fields to Include on the Statement: You can include the following details on the statement: 

• Client's Middle Name
  
• Client's DOB
  
• Diagnosis Codes
  
• Client and Insurance Payments
  
• Aging Details
  
• Guarantor Address
  
• Due Date: Prints the payment due date. The default is 30 days, but you can modify it based on practice requirements. 

Customized Message: Enter a custom message to print on the statement. The message appears in the bottom-left corner. 

Step 3: Apply the Filters 

The filters at the top of the Batch Statements screen allow you to narrow down your list of clients based on clinical dates, financial balances, and statement history. After adjusting your criteria, click the Apply button to refresh the list or Reset to clear all fields.

Date & Clinical Filters

These filters help isolate encounters within a specific timeframe or associated with specific staff/locations.

• Encounter Start/End Date: Define the date range for the clinical encounters you wish to include in the statements.

• Status: Filter by the current billing status of the encounter. The following options are available. You may select multiple statuses to filter the records.
  

• Not Generated
  

• Generated
  

• Printed
  

• Downloaded
  

• Transmitted
  

• Generation Failed
  

• Transmission Failed

• Location: Narrow results to a specific facility or office location.

• Clinician: Filter statements based on the provider who performed the services.

• Client: Search and select a specific client if you are not running a full batch.

Financial & Balance Filters

Use these to target clients based on how much they owe or the type of coverage they have.

• Client Balance: Use the logic toggle (e.g., Is greater than) and the numeric field to filter for specific debt thresholds (e.g., only show clients who owe more than $50.00). This is the default filter. When you click Reset, it defaults to Is greater than 0. You can also select All option from the dropdown.

• Insurance Balance: Filter based on the amount currently outstanding with insurance payers. You can also select All option from the dropdown.

• Insurance Type: Filter by the primary payer type (e.g., Medicare, Medicaid, etc.).
  

You can also generate $0 patient statements using the Is equal to 0 filter option.

Statement History Filters

These "Exclude" filters are essential for ensuring you don’t over-bill or double-send statements to the same clients too frequently.

1. Exclude By: This dropdown determines how the system applies your exclusion dates.
   

• Encounter: Excludes only specific visits that were already included in a statement within the selected date range. New encounters will still appear on a new statement.

• Client: Excludes the entire client if they received any statement within the selected date range. Use this to avoid sending multiple statements to the same person in a single billing cycle.
  

• Exclude Last Statement From/To: Use these date pickers to hide clients who have already received a statement within a certain window. For example: If you want to avoid sending two statements in the same month, set this range to the last 30 days.
  

To exclude clients or encounters, you must enter a date in the Exclude Last Statement From / To fields. Without these dates, the Exclude By selection will not be applied.