Keywords: statement queue, statements, e-statements, BDS, billing, aging, generate statements
Summary
This article covers how to use the Statement Queue in Cloud 9 to generate, print, download, and email patient statements. It includes how to configure statement layouts, set aging and balance filters, and manage the queue after statements have been sent.
The Statement Queue provides the functionality to generate statements according to the aging and balance amounts, payment locations, patient providers, and transactions for a specified date range. It also allows for the designation of the office address and global messages to be included on the statement. The following steps will assist you in emailing or printing monthly statements from the Statement Queue.
Requirements to send mass E-statements
Practices can print or download mass statements at any time. To email mass statements, your practice must have an account set up with BDS. To get BDS integrated, contact Cloud 9 Support at cloud9support@planetdds.com, by calling 1-800-394-6050, or by clicking Help > Documentation > Chat within Cloud 9.
Statement Layouts
Cloud 9 offers multiple Statement Layout options to choose from. You can preview examples by going to Help > Documentation, scrolling to the Financial category, and selecting Statement Layouts. The layout you select here should match what you choose later when generating statements to keep things consistent.
Steps to configure a default Statement Layout Form Type for the Statement Queue
Step 1: Click Edit > Practice Information
The Practice Information window will open.
Step 2: Click on Forms.
Step 3: Select the Statements use the drop down to select the Statement Form. There will be multiple options to select from. Then Save and Close.
Steps to access and use the Statement Queue
Step 1: To access the Statement Queue for sending monthly statements, please click on "Financial" in the menu bar, followed by selecting "Statement Queue”.
Before getting started, here is a quick reference guide for the icons in the upper section of the Statement Queue toolbar, picture in the screenshot below the table.
Icons |
Image of Icon | Icon Action |
Printer |
Prints generated and selected statements |
|
Cloud with downward arrow |
Downloads generated and selected statements |
|
Two Circles |
Opens Generate Statements Window |
|
Paper Airplane |
Emails generated and selected statements when practice has BDS integrated into Cloud 9 Software |
|
Clipboard |
Marks all selected statements as printed, resetting the queue. |
*Tip: After printing, downloading, or emailing your statements, always select all statements and click the clipboard icon to mark them as printed. This clears them from the queue so only current statements appear the next time you generate.
Step 2: The next step is to click the Generate Statements icon, (two circles.) When you do so, a window will appear that presents the options for selecting the statements you wish to generate. We will review the fields and how to effectively fill them out below.
Step 3: First, select the Age/Amount of Balances to Include, options are below.
All - Statements will be generated for all patients who have ever had a financial transaction posted on their ledger, including 0.00 balances.
All Non-Zero - Statements will be generated for all patients who have a balance, including patients with credits
All Positive Total Due - Statements will be generated for all patients with a positive Total Due
All Past Due - Statements will be generated for all patients who have past due amounts
All Due Now - Statements will be generated for all patients who have due now amounts
The age categories of All Over 10, All Over 30, All Over 60, and All Over 90 are specific and limited to those respective age ranges.
Include Balances of at Least - This amount will serve as the minimum threshold for the system's criteria to generate a statement.
Step 4: Next, pick the Locations/Providers to Include.
Select the location(s) and provider(s) you would like to include in the system's criteria. You can Filter by Transaction or by Patient.
Step 5: Now, pick the Transactions to Include, options are listed below.
Responsible Party From and To - Leave this blank for all if you have a small office. If you have a large office, so that Statements generating do not time out, you can put A - L and then M - Z.
Show Transactions Since -This provides the opportunity to tailor the date to your preferences. You can either choose "Show Transactions Since Last Date", and enter a specific date, or, you can select "Show transactions since the Last Statement," which will show all transactions on the ledger since the last time statements were generated.
Include Transactions Through - This option allows you to specify the date you wish to include transactions through. If they only needed them before June, you could pick the last date in May.
Show Adjustments - Enables the inclusion of adjustments for visibility on the statement. If you leave this unchecked, no adjustments on the ledger, (balance, contract or reversals or corrections etc.), will show on the statement. If you check it, all adjustments on the ledger will show on the statement.
Step 6: Enter the various Statement Information.
Statement Form Type - This is the Statement Layout and should match what you chose earlier in the Practice Information to keep things uniform.
Statement Due Date - This allows you to select a Custom Date or a Recent Contract Charge Date.
Practice Location - This enables you to choose the Practice Location that you would like the Practice Name, Address and Phone Number to display on the statements. This can be set by location or organization wide depending on your settings.
Print Credit Card Box - This provides the recipient with the opportunity to enter their credit card information if they choose to submit payment by mail.
Step 7: Choose if you wish to add Statement Messages.
The Statement Messages feature enables you to input customized messages for specific aging categories. You can enter a message to print on all, or print on over 30, etc.
Step 8: Once you have entered the necessary parameters for the statements you wish to generate, please click on the "Generate" button. The list of patient statements will then be displayed.
Step 9: When the list of patient's statements is displayed and you wish to print or email, click in the Status box to check mark all on the list, or you can just check mark individual patients. To Print, select the Print icon, or to Email, click the Send Statements/airplane icon.
Step 10: Once you have finished printing, downloading, or emailing statements if your practice also has BDS E-statements, you will want to mark all statements in the queue and then click the clipboard icon to set them at "Printed." This removes them from the list in the Statement Queue, meaning that the next time you go to generate statements, these will not clog up the current statements, they will show in the printed history of the Statement Queue. This does not show as printed on the ledger, it is just a mechanism to help manage the Statement Queue by marking ones you've completed as printed within this feature.
As always, if you have any further questions, please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.