Statement Run

Purpose:

Use the Statement Run to print statements for all patients who owe money as at a particular date (usually the current date).

A Statement Run is normally performed once a month, or at other regular intervals.

TIP: If this procedure requires the use of the printer for a prolonged period, so it is advisable to schedule the procedure for a time when the practice administration is not busy.

To do a Statement Run

1. Unlike most reports, this option is not in the Reports menu. Select Administration > Statement Run...

   

   The Print Statement Run screen displays:

   

2. Define the target patients in the Select Patients field.

   You can opt to create or select a query in order to print Statements for selected groups of patients as defined in the query:

   

3. Leaving the Provider(s) field empty will print a Statement for the total amount each patient owes to the practice for all Providers (recommended).

   However an individual provider can be selected from the list by using the button, and will print a Statement with only the amount owed by the patient to that provider. This is not usually recommended as the patient can get confused by any other balances due to other Providers.

   Select the button and configure printing for a combination of Providers.

4. The As At date will default to the current date, which is the usual effective date for the print run. Printing a Statement run as at a previous date requires the computer to recalculate patient balances and therefore takes considerably longer.
5. Use the Days for Aging option to specify a limit for how long before the patient is overdue for payment (default is 30 days).

   This means that any balance owing for less than X days will not be considered overdue and will be printed as Current. Change the number of days in accordance with your practice policy.

6. Select the level of Invoice Detail from the list available as follows:

   	Select	To Print
   	None	Invoice Totals only
   	Group by Type	Invoices are grouped by service type
   	Group by Payor Code	Invoices grouped by Payor code.
   	Complete Detail	Recommended as all possible information is printed including: transaction numbers, treatment descriptions, tooth numbers and surfaces.

7. Select a Patient Balance option:

   

   The Total Owing (default) option displays the amount owing for the patient as per the patient transactions window, irrespective of what provider(s) are selected on the report parameters window. In the statement the totals area will display as follows:

   

   The Provider Owing Toption makes the "Total Owing", "Current" and "Overdue" field on the report display amounts for the selected provider(s) only. In the statement the totals area will display as follows:

   

   Saving: Your Patient Balance selection is saved by EXACT (like all report parameters, on a per-user basis) but note that the Statement and Statement Run reports save the selection separately (i.e. what you select for one of these reports is independent of the other one).

8. Use the check boxes in the Exclude Patients with area, if you want to exclude patients with specified criteria from the Statement Run.

   

9. Click the Edit Messages button to configure messages for those patients who meet specified criteria.

   There are options to create two overdue messages and one that will print on everyone’s statement.

   Once the messages have been created they will print automatically on every statement run until they are edited again:

   

   (The Edit Messages window is also available from the Accounts Menu > Statements. The same settings are used for both individual patient statements and statement runs)

   • The appropriate message prints automatically on patient statements depending on the patient's number of overdue days: 90, 60 or 30 days.
   • The Include on all statements message prints on all statements and can be used at a personal level to communicate with the patient or at a practice level to communicate with your patients.
   • Examples of this include: services available, days closed or a Christmas message.

   TIP: If you use this area to communicate with individual patient, establish a practice policy to check the messages prior to printing a statement or statement run.

10. If required, use the button to the right of the Printer to select an alternative printer to the default.
11. Click Print to send the report to the printer, Preview to preview on screen and then print from the Preview screen, or Cancel to return to the previous screen.