Send Client Statements to a Mailing Partner for Print and Mail

Overview

ICANotes+ provides the option to electronically send client statements to a trusted third-party mailing partner. The partner prints and mails the statements directly to your clients on behalf of your practice. This feature helps reduce administrative workload, saves time, and ensures timely delivery. You can choose to send statements either individually or in batches, depending on your practice's needs.

Benefits

1. Streamline your workflow: Eliminate the need to manually print and mail statements.
2. Save time and resources: Free up staff to focus on patient care and billing tasks.
3. Improve reliability: Ensure clients receive accurate, professional statements by mail.

How It Works

When this feature is turned on for your practice:

1. Billers can electronically transmit finalized client statements through ICANotes+.
2. The statements are securely sent to our approved mail fulfillment partner.
3. The partner prints, prepares, and mails the physical statements to each client's address on file.

Turning On the Feature

To enable this feature for your practice, contact the ICANotes Sales team at sales@icanotes.com.

1. You can also submit a request using the following form: 
   
   https://www.cognitoforms.com/icanotes/icanotespluspatientstatements

1. After your request is submitted, the Sales team will guide you through the setup process and provide details about pricing, configuration, and next steps.
   

Additional fees may apply for this service.

Transmitting Batch Statements to Vendor

1. In the left sidebar, go to More > Statements.
   
2. On the Batch Statements screen, select the statements you want the mailing partner to print and mail to clients.
   
3. Click Transmit at the bottom of the screen.
   
4. A confirmation message appears at the top, indicating that you’ll receive a notification once the process is complete.
   
5. After transmitting all the statements, a notification is sent, and the Status column is updated to reflect the current state.

Transmitting Individual Statement to Vendor

You can also transmit individual statement by clicking the Transmit button located on the far right side, as shown in the screenshot below:

Tracking Statement Status

You can track the progress of statements through their statuses. At the top of the screen, use the Status filter to view statements based on their current state:

1. Not Generated
   
2. Generated
   
3. Printed
   
4. Downloaded
   
5. Transmitted
   
6. Generation Failed
   
7. Transmission Failed
   

For example, select Transmitted to view all transmitted statements. You can then select multiple statements and print them at once.

Similarly, to view and transmit all Generated statements, choose Generated from the dropdown list.

FAQs

Q: Can I still print statements in-house if needed?
A: Yes. This feature is optional and doesn’t impact your ability to print statements manually if preferred.

Q: Are statements sent securely?
A: Yes. All data is transmitted using secure, HIPAA-compliant protocols to protect client privacy.

Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://app.icanotes.com

Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.

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