Sending Charges to Collections

Sending Charges to Collections

Overview

Use the Send to Collections option in the Account Ledger to transfer unpaid charges to collections. This feature enables billing staff and administrators to manage delinquent accounts more efficiently by initiating the collections process directly from the client's chart. During the process, you can also add a note to document the reason for sending the charges to collections, providing better visibility for future reference and follow-up.

Visual Indicators

After charges are sent to collections, the following visual indicators appear:

  • Account in Collections tag
    A red Account in Collections tag appears at the top of the Account Ledger when one or more charges have been sent to collections.


  • Collections icon at encounter level
    A collections icon appears next to each encounter that contains a charge sent to collections. Hover over the icon to see that the encounter includes a charge in collections, without needing to expand the encounter.



  • Collections icon at service code level
    A collections icon appears next to each service code that has been sent to collections. Hover over the icon to view the note entered when the charge was sent to collections.


Send Charges to Collections

To send charges to collections:

  1. Navigate to the client's chart.

  2. Click Account and expand the Account Ledger panel.

  3. Select the applicable charges using the checkboxes.

  4. Open the Actions dropdown and select Send to Collections.

  5. In the Charges in Collections screen, enter a note describing the action (for example, “Charge unpaid past due date—sent to collections for further action”).

  6. Click Save.

A confirmation message appears, indicating the charges have been sent to collections.







Remove Charges from Collections

To remove charges previously sent to collections:

  1. In the Account Ledger, open the Actions dropdown.

  2. Select Remove from Collections.

  3. In the Charges in Collections screen, click Save.

A confirmation message appears, indicating the charges have been removed from collections.





FAQs

What visual indicators show that charges have been sent to collections?
When one or more charges have been sent to collections:

  • A red Account in Collections tag appears at the top of the Account Ledger.
  • A collections icon appears next to encounters containing charges in collections.
  • A collections icon appears next to service codes that have been sent to collections.

What information is displayed when I hover over the collections icons?
Hovering over the collections icon next to an encounter indicates that the encounter contains a charge in collections. Hovering over the collections icon next to a service code displays the note entered when the charge was sent to collections.

Can charges be removed from collections?
Yes. Charges that were previously sent to collections can be removed using the Remove from Collections option in the Actions menu.


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.