We are currently updating the OP Help Center content for the release of OP 14.19 or OP 19. OP 19 is a member of the certified OP 14 family of products (official version is 14.19.1), which you may see in your software (such as in Help > About) and in the Help Center tabs labeled 14.19. You may also notice that the version number in content and videos may not match the version of your software, and some procedural content may not match the workflow in your software. We appreciate your patience and understanding as we make these enhancements.

Patient Statements Setup

Version 14.19

Overview

System Preferences may be setup for Patient Statements under Global Preferences. 

Statement Setup from Global Preferences

Path: Admin tab > Global Preferences button

There are several Statement setup items that can be established in Global Preferences that will apply whenever batch statements are run. As with all Global Preferences, changes may only be made by an administrator. These preferences can be changed at any time.  When the changes occur, they are immediately applied to the next statement batch created.

  • Patient aging reference date: Select how you would like your patient balances to be aged: Service date or Patient responsibility.
  • Dunning Messages: Create messages by aging bucket that is displayed on patient statements. You can append these messages or replace them at the time of statement batching.
  • Number of guarantor's last name groups: Determine how many groups of statements are necessary for your practice, and what letters in the alphabet should be included in those groups. This setting allows you to select which group to use at the time of statement batching. If you select One group only, an alphabetical option will not be displayed at the time of statement batching.
Note: The ability to group statements is useful for practices that may decide to run their statements bi-weekly, splitting the alphabet in half. In this case, select two groups and assign Group One: A-M and Group Two: N-Z.
Version 14.10

Overview

Patient Statement setup occurs in two windows on OP 14: System Preferences and the Bulk Statements window in the Statement Queue of the Billing Center. Start with the System Preferences prior to setting any preferences in Bulk Statements and prior to running your statements.

Statement Setup from System Preferences

Path: Utilities Menu > System Admin > System Preferences (Keyboard Shortcut keys: [Alt][U][A][P])

There are several Statement setup items that can be established in System Preferences that will apply whenever batch statements are run. As with all System Preferences, changes may only be made by an administrator. These preferences can be changed at any time.  When the changes occur, they are applied to the next statement batch created.

  • Patient aging reference date: Select how you would like your patient balances to be aged: Service date or Patient responsibility.
  • Dunning Messages: Create messages by aging bucket that are displayed on patient statements. You can append these messages or replace them at the time of statement batching.
  • Number of guarantor's last name groups: Determine how many groups of statements are necessary for your practice, and what letters in the alphabet should be included in those groups. This setting allows you to select which group to use at the time of statement batching. If you select One group only, an alphabetical option is not displayed at the time of statement batching.
Note: The ability to group statements is especially useful for practices that may decide to run their statements bi-weekly, splitting the alphabet in half. In this case, you would select two groups and assign Group One: A-M and Group Two: N-Z.

Statement Setup from the Bulk Statements Window

Path: Billing > Statement Queue > Bulk Stmts button 

After establishing your Statement System Preferences, there are more batch statement preferences to set from the Bulk Statements window. 

  1. Navigate to the path above. The Batch Billing Statement window is displayed.

  1. Identify your statement parameters.
  1. Select one of the following options for the Transaction Date Range:
  • All dates
  • Date Range            
  1. Select one of the radio buttons to define the Balances to include:
  • Insurance and Patient Balance 
  • Patient Balance Only                            

  1. Select one of the Checkboxes for the Account Claim Options (Optional):
  • Exclude Accounts on Hold - Accounts that are set on hold via the patient insurance tab, next to the selected financial guarantor
  • Exclude Accounts that are Uncollectable - if a claim is set to a FU-Finalized Uncollectable status from the Claims+AR window or patient account, those claims are excluded from being generated
  • Exclude Claims Older than a specified date
  • Exclude if all sent >= more than 3 times

  1. Select a radio button for a Last name of the guarantor (This field is on displayed if you have selected more than one group in your Statement System Preferences):
  • A to M
  • N - Z

                     

5. The default selection for the Medical Home parameter is All which allow you to print statements for patient balances, regardless of the Medical home listed on their Register. You can de-select all and select a Medical Home; the batch will include statements for the specified location only.

6. The default selection for the Insurance Carrier is All which allows you to print statements for patient balances, regardless of the insurance payer listed on their account. You can de-select all and select an individual payer; the batch will include statements for the specified payer only.

7. Select an option from the Minimum family balance drop-down menu. This is the lowest value of a family statement that will print. For example, if you do not want to print statements for families who have balances due of less than 10 dollars, set this field to 10.

8. Select an option from the Days since last printed drop-down menu. This determines which families will receive a statement. For example, if you do not want to send a statement to a family who has gotten one in the past 30 days, enter 30.

Note: If you want to send Statements to all families, regardless of when their last statement was sent, enter -1 in this field.

9.  Enter a Custom message the will be displayed on your Statements to add to or replace your dunning message (Optional).

  1. Click the Save Preferences button after all statement parameters have been addressed and confirm that your preferences have been saved in the Batch Billing Statements window. Saving your preferences will lock in your selections so they are defaulted the next time you open the Batch Billing Statements window.