Patient Statements Setup

Version 14.10


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. You should 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 will immediately be applied to the next statement batch created.

  • Patient aging reference date: Choose how you would like your patient balances to be aged. Choose from Service date or Patient responsibility.
  • Dunning Messages: Create messages by aging bucket that will appear on patient statements. You will have the opportunity to 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 will allow you to choose which group to use at the time of statement batching. If you choose One group only, an alphabetical option will not appear 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, you will proceed with more batch statement preferences from the Bulk Statements window. After following the path above:

  1. The Batch Billing Statement window opens.

  1. Identify your statement parameters.
  1. Select your transaction date range. You can choose from the following:
  • All dates
  • Date Range            
  1. Balances to include, Insurance and Patient Balance or Patient Balance Only.                                 

  1. (Optional) Select if the user wishes to minimize the printing of excess, un-needed statements by checking off one of all of the Account Claim Options:
  • 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 will be excluded from being generated
  • Exclude Claims Older than a specified date
  • Exclude if all sent >= more than 3 times

  1. Select the Last name of the guarantor group that would receive the batch statements. This field only appears if you have selected more than one group in your Statement System Preferences.


  1. The system will default the Medical Home to ALL, allowing you to print statements for patient balances, regardless of the Medical home listed on their Register. You can de-select all and select an Medical Home; the batch will include statements for the specified location ONLY.
  1. The system will default the carrier parameter to ALL, allowing 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.

  1. Select the minimum family balance dollar amount. 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.

  1. Select the days since last printed. 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.
  1. (Optional) Enter a custom message to appear on your statements to add onto your dunning message or replace your dunning message. 
  1. After all statement parameters have been addressed, you may want to click the Save Preferences button and confirm the saving of the preferences in the Batch Billing Statements window. The saving of your preferences will lock in your selections so that they are defaulted the next time you launch the Batch Billing Statements window.