Patient Statements

Patient Statements
This section has the following topics:

Print a statement now
The Statement Section
The Print EOB function
Invoice Assignment
Reprinting Statements
Monthly Statements
Statement Samples

Patients can receive statements in a variety of different ways and there are three styles of standard statements that can be printed and one design of the "monthly statement". Standard statements show one invoice but monthly (also called "combined") statements show all unpaid patient.

Print a statement NOW
To print a statement simply click on the Statement button either on the top of the Charge Entry screen, or in the Statement Section (seen below) on either the Payments or Admin screen.

Before printing, however, you may want to select a Message Code so that a message can be placed on the statement. Messages are stored in the PickList User module and you can read more about it there.

The Statement section
This section is next to the Claim Processing section on the bottom of both the Payments or Admin screen. A sample is below showing a selected Message Code.

To print an immediate statement for a patient click Statement. If there is only one outstanding invoice you will get the top dialog. Holding down the "Control" key while clicking Print will print a "No Detail Statement" which basically just shows the patient paid (sample at end of this chapter).

However, if this patient has multiple outstanding invoices you will get the dialog box above which gives you the option to just print out a statement showing this particular invoice or you can print out a statement of all of the outstanding invoices for this patient combined.

To have this statement printed in the next batch, select Batch from the pop-up menu! To stop sending statements for this claim select Hold instead!
If you want to add a Message to the statement, select a code from the pop-up list of all messages in the Messages database. The text is filled in and can be edited for this claim. If you want you can create a custom message by just typing in this field! As mentioned above, messages are stored in the PickList User module and you can read more about it there.
To clear BOTH the message code and message click the button!
The Statement Dates field shows you a list of each time a statement was printed. The most recent print date is on top (The same goes for the Print Dates and ECS Dates in the Claim Process section).

The Print EOB Function
This feature is going to blow your socks off! It will print an EOB (explanation of benefits) to send to the secondary insurance based on the payments you have already received from the primary insurance. This is typically done with Medicare and rarely with other insurance. You no longer need to photocopy the Medicare EOB, black out the patients not involved with the secondary, re-photocopy, etc.

In order for this feature to work, you need to have been entering your expected reimbursements. Below is an example of the charge area showing the procedure 99202 and the expected reimbursements in the correct fields. In this example Medicare did pay the amount expected, 55.17. Therefore, I clicked the green arrow to fill the Linepost field with this paid amount. This step is required.

If you fail to fill in the Linepost field, which tells the secondary insurance carrier what was paid, you will get the dialog below. It is best to click Oops and fill in the information.

If the Linepost field is filled you will be able to print the EOB by click OK below. An example of this great feature is shown next.

The Invoice Assignment section...
This area is where you manually re-assign a claim to the next insurance, or patient if need be. Though the software does do some automatic reassignment, there are times when it must be done manually!

• To assign an unpaid invoice to any of the listed insurances, or Patient, just click on the name (see example below). In this case Blue Shield is currently the responsible party (Billed to:). Lets say that Blue Shield finally paid. You would then assign the remainder to the Secondary insurance by clicking on its name in this example it would be 2° Patient. This also changes the As of: date to “today's”. Actually, these steps are likely unnecessary since the software does a lot of this automatically when you post the claim!

Hint: If you want to see one of the listed insurance’s database records in Insurances, click on the little arrow icon

in the same box.

Reprinting Statements
OK...You've run a batch of statements but somehow a HCFA form got mixed in with your paper (or some other SNAFU occured when printing). Unlike Claims Printing, records are not exported and stored in a separate module. You will have to find that batch of statements and reset them to Batch.

If there is only one statement that needs to be printed, just go into the Billing module and find the invoice in question. In the lower middle of the payment screen you can toggle it to Batch (to be gathered in the statements printing batch), or you can print it now by clicking on Print Now and it will print out right away.

Reprint a batch of statements
If more than one statement was mis-printed, you can review the whole batch and select which ones need to be reprinted.

On the main menu of the Billing module there is a Find to add Payment button. This will take you to the find dialog. Click More Choices.
Go down to where it has Stmt under Dates and click on the green down arrow. You will get a dialog box with all the dates that statements have been printed (make sure Show individual words is checked or it will be a mess!). Select the date in question and click Paste then click Find.
You will get a list of all the statements that were printed on that date. In the column marked St check the invoices for which you wish to print statements. If you want to reprint most or all, click the X box over St then uncheck the ones you do not want to print.

Printing More than one statement
If you have a problem of telling it to print and it only prints one and you're trying to print a batch, then your printing setting got flipped to print "Current Record" rather than "Records being browsed."

Next time you print (different printers have different print screens), if you can click on "General" and get a drop down list, change it to "FileMaker Pro." There you will see the options for "Current Record" and "Records being browsed." Change it to the appropriate setting. If your printer will allow you to save the default setting (often in the lower left corner of the window), you can save that setting.

Monthly Statements
Monthly statements are sent out each month after the accounts have been aged and you have reviewed all claims. These special statements show patients only what THEY owe, not any other invoices which may still have insurance balances!

To print these statements do the following:
Age your accounts are revew the oustanding patient invoices
From the Main Menu of Billing click the Monthly Statements button to get the dialog below. Select which range of patients you want to print statements for (All Patients, A-H, I-P or Q-Z).

Once the statements have been printed, a log record is created so you will know what you printed. In addition, the dialog reminds you of the last range as well.

Statement Examples
To better guide on how printed statements look, here are examples.

1. Detailed standard Statement

2. Less detail statement

3. No detail statement

4. Monthly statement

last update 9/13/2004