How do I create and print Patient Statements?

Statement Preferences

• In EMR Datacenter, go to Tools > Preferences.
• Choose the Statements Tab. 
• Enter the number of days for the Due Date after Statement Period.  This is the number
  of days to set as the Due Date on the statement.  The default is '10', but you may choose a
  different number.  This number can also be changed at the time you create statements.
• The Maximum Payment determines what part of the patient balance is due for this statement. 
  Set the Maximum Payment to '999' to have the full balance due.
• Do not put anything in the Printer for Forms box.  Patient Statements will be printed on your
  default printer at the time of login to MyEMR SaaS.
• Set other preferences by checking or unchecking the appropriate boxes:
  • Check Create Interest/Late Charges if you plan to charge late fees.
  • Check the Print Address Correction to request address correction from the Post Office.
  • Check the Use customized letterhead statements if you will be using your own printed
    letterhead.
  • Check the Suppress 3rd part transactions if you do not want insurance transactions on the statements
• Click Apply, then click OK to close the Preferences Window. 

When you launch the Patient Statements program,
the program opens on the Billing Cycle tab.
Review and verify the last cycle information and
Maximum Payments before closing the cycle.

Last Cycle

The From and Through will show you the last billing cycle you ran.
Make sure it is at least 21 days after the Through date of the last
billing cycle before trying to close the cycle again.

The 'Due Date' will show the due date from the last cycle and will be
updated based on the number of days set in the Statement Preferences
when you close the current cycle. Optionally,You may change this date
after you close the cycle.

When closing the current cycle

The Maximum payment shows the maximum amount due from the patient.
For example if a patient's balance is $1200, and the Maximum due is set to $999,
the amount due on the statement would be $999 The amount will default to what
is set in Statement Preferences (typically 999) however, you may want to
change that to a larger amount if you have patients with larger patient balances.

Additionally if you want to generate and charge Interest or Late Charges on the
previous balance, check the Create Interest and Late Charges box.
Interest or Late Charge is setup on a patient basis on the Financial tab of the
Patient Window.

Close Cycle Now

When you close the cycle, the new cycle will begin on the
'Through' date and end 'today'. Any previous unpaid charges
will become the Previous Balance. All transactions during the
new billing cycle will appear on the statement.

Click the Close Cycle Now button to close the cycle.  Click 'Yes' to confirm
you want to close the cycle now.

The program will generate the statements the pop up the Smart Select dialog box.

Smart Select - Filter tab

Smart Select launches on the Filter tab.  The filter tab is where you determine
what patient's statements you will be printing.  A typical criteria would be:

Patient Balance > Greater or equal > $5.00

Use the folders on the left to choose the criteria such as Patient Balance.
Double-click the Financial folder to open it, then double-click Patient Balance.

Use the 'When' drop down list to choose Greater or equal.  

Enter a value such as 5.00 in the first value field to determine
the minimum patient balance you want to use to print statements.

Smart Select - Sort tab

Click the Sort tab on the bottom of the criteria box to choose your sort criteria.
The sort criteria orders the list and is useful in case of a printer jam while printing
statements.  A good sort criteria would be Last Name.

Double-click the Personal folder to open it.
Double-click Last Name
The default Direction is 'Ascending' (A~Z) so you don't need to choose that
unless you want to sort Descending.

 Click the OK button to generate the Statement Registry for printing.

Minimum:
The Minimum column shows the minimum amount due.  The minimum is
typically the full amount due unless other payment arrangements were
setup on the patient's financial tab.

Past Due:
This is any amount outstanding from the previous
statement, and is included in the Minimum column.

Days:
Days is the number of days old of the Past Due amount.

Balance:
This is the sum total of the Insurance and Patient balances. 

Pat Bal:
This is the patient responsibility portion of the total balance.

Ins Bal:
This is the expected Insurance portion of the total balance.

Statement:
The Statement column determines whether or not a statement will
be printed for the patient.  A statement will be printed for any patient
with 'Minimum' or ''Always in this column.  A statement will no be
printed if the patient has 'Never" in this column.  Minimum, Always, or
Never is set on the Financial tab of the Patient Window.

Agreement & Type:
The Agreement column reflects the amount of payment arrangements
made.  The type column determines whether the amount is % or $.  
The default is typically 100% but can be changed on the Financial tab 
the Patient Window. 

If you wish to change the criteria for the registry, or if you need to come back and print statements at another time, you can click the Rebuild List button and use Smart Select to rebuild the list.