Settings for the Patient Billing features are managed from the Organization Admin level. The Organization settings apply to all Practices under the Organization. For instructions on managing your email templates, click here.
Modify Patient Billing Settings
Use the following steps to change any of the Organization Patient Billing settings.
- Navigate to Admin > Organization Admin.
- Open the Configuration > Patient Billing tab.
- You can choose to make changes to the Baseline or enter a Scheduled Change Set to make changes as of the specified effective date.
Let's review each of the available settings.
|Can Generate Patient Billables from Claims Closed On/After Effective Date
To generate Billables from a newly closed insurance claim, set Can Generate Patient Billables from Claims Closed On/After Effective Date to Yes.
If a Scheduled Change Set is present, Billables will only generate for claims closed on or after the scheduled change date.
Note: when the Patient Billing add-on is activated, billables are not automatically generated from previously closed claims. Previously closed claims must be opened and re-closed to generate a billable.
|Number of Days to Archive After Statement Generation
|This field determines the length of time between the statement creation and when the statement should be automatically archived (e.g, 90 days). Archived statements can be located under Patient > Patient Billing > Statements > Statements History.
|Days Until Statement is Due
This field determines the length of time between generating a statement and the due date of the statement. This represents how much time the patient is given to pay the statement before it is considered Past Due. When a statement is past due, the Past Due Notice is appended to the next statement.
|Days to Follow-Up after First Statement is Generated
This field determines the length of time between the first statement generated for a treatment episode and the internal follow-up date set for that statement. When a statement is due for follow-up, it will appear in the Organization Dashboard under the Statements Follow-Up tiles.
Overdue statements can be reviewed by navigating to Work Center > Patient Billing > Work Statements.
|Pay-To Address Facility Name
Pay-to Address Facility Name is listed in the top-left and bottom-right corner of a statement. Please note the Logo displayed pulls from the Organization Admin > Profile tab.
|Pay-To Address Address 1
Pay-to Address is listed below the Facility name in the top-left corner of a statement. It is also listed at the bottom of the statement so it can be folded to fit in an outgoing envelope window.
|Pay-To Address Address 2
|Pay-To Address City
|Pay-To Address State
|Pay-To Address Zip Code
|Private Billing Phone Number
|The phone number is listed in the top-middle and middle-right sections of the statement. This number is the phone line patients will call to ask questions or pay their balance.
|Private Billing Fax Number
These fields are located under the Questions about your bill? section. For Private Billing Office hours, we recommend providing the hours and days staff will be on hand to receive payments and answer questions about patient billing.
Tip: Best practice for assigning an email is to use a shared inbox that is not attached to one specific individual. This way, multiple users can have access to the information if the primary contact is out of the office. Examples of emails could be email@example.com or firstname.lastname@example.org
|Private Billing Email Address
|Private Billing Web Address
|Private Billing Office Hours
Use the Statements tab to specify which patient statement columns should be selected by default when generating statements.
- From the Organization Admin > Configuration > Statements tab, click Edit.
- Use the toggles to select which fields will be chosen by default.
- Click Save.
- When creating the statement from the Patient Profile, the user can manually remove any default columns they don't want by unchecking the box. Grayed-out values are system required and cannot be modified.
Example Statement PDF
View a sample statement PDF below: