Keywords: statement, patient ledger, print statement, email statement, statement layout
Summary
This article covers how to print or email a statement for an individual patient directly from their ledger in Cloud 9, including how to configure a default statement layout and what each parameter setting does.
Cloud 9 allows you to print or email a statement for a specific patient directly from their ledger without going through the Statement Queue. There are multiple statement layouts to choose from, and the steps below will walk you through the full process.
Note: You cannot print an insurance statement.
Statement Layouts
Cloud 9 offers multiple Statement Layout options to choose from. To preview the available layouts, go to Help > Documentation, scroll to the Financial category, and select Statement Layouts.
Configuring a Default Statement Layout
Step 1 – Click Edit and select Practice Information.
Step 2 – Click the Forms tab.
Step 3 – Use the dropdown to select your preferred 'Statements' Form Type. There will be multiple options to choose from. You can select one or multiple Statement types using the check boxes. Once you are happy with your selections, click 'Save and Close'.
How to Print or Email a Statement from the Patient Ledger
Step 1: Open the patient's financial ledger.
Step 2: Click the Print icon dropdown arrow in the upper right and select Statement.
Step 3: The Statement parameters window will appear. This window has fewer options than the Statement Queue since it is specific to one patient's ledger rather than a group of patients. Below is a breakdown of each setting:
Settings
- Code: Displays the ADA code used on the contract. (This is hard coded and cannot be changed.)
- Mark as Printed on Ledger: Adds a note to the ledger indicating that a statement was printed. If this is not selected, nothing will appear on the ledger to indicate a statement was printed.
- Show Adjustments: Includes any adjustments posted to the patient ledger on the statement. If you do not wish for adjustments to show on the statement, do not select this button.
- Exclude Other Patients: If the patient has family members associated with their account, selecting this will exclude their information from the statement.
- Locations/Providers to Include: Select the location(s) and provider(s) you want included.
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Transactions to Include: Provides options for how account transactions are displayed on the statement. Options for Transactions to Include are: This month's, Today's, This Year's, or Within a Date Range. For Within a Date Range you can enter a custom date range to show transactions on the Statement.
Next, you will want to Select the Statement Information. Some of it will automatically populate.
- Statement Form Type: Select the Statement Type. In this drop down any Statement types you selected in Practice Information will show. Pick the one you want to use to email or print the statement from the patient's ledger.
- Statement Due Date: Select a Custom Date or the most recent Contract Charge Date. If you select recent contract charge date, the date selection box will gray out and you will not be able to pick a date, as it defaults to the last contract charge date. To select a date, pick custom date and then enter the date in the calendar picker.
- Practice/Location: Choose the practice or location whose name, address, and phone number you want displayed on the statement. It will default the name and address based on what is either in Edit > Practice Information or Edit > Location > Location Name > Printed Name and Address in location settings.
- Print Credit Card Box: Selecting this check box gives the recipient the option to enter credit card information on the statement if they choose to submit payment by mail.
Statement Messages: Before Printing or emailing, you can add a custom message to the statement before generating it if needed. It is also broken up by categories. You can enter a message to print on all statements, print on current due, and print on over 30, print on over 60, or print on over 90.
Printing the Statement
Once you have set all parameters, click Print. The statement will display on screen in a new tab. There is a toolbar at the top of the screen, with a printer icon. Select the printer icon so it sends to your printer and choose any options needed to print the Statement as per your IT's printer settings.
Emailing the Statement
To email a statement from the patient ledger, click Print Statement to generate the statement. Once you arrive at the print preview screen, instead of selecting the print icon, select the envelope icon directly to the right of the print icon.
A window will appear where you can select the email recipient, enter a subject line, add a message, mark you are sending from a secure email server, then click send.
If you get an error when sending the email, you may need to check your practice or location level email settings. See THIS ARTICLE for more information.
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.