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Statements (article)

Summary:

The client statement is a report that prints the current status of a patient’s account, such as a list of all fees paid and/or any fees unpaid. Statements are usually printed when you take a payment from a client or they can be printed in bulk and mailed to clients. Each line in the statement is a summation of one or more transactions that are associated with an individual session or billable event in the client’s chart. For example, one line on the statement may actually consist of three transactions; a copay, an insurance payment or a self pay from the client.

Note: there is a setting (-521) that will allow the system to calculate a Due Date and place it on the printable statements.  It will only show if the setting value is > 0.

Another setting will allow the Global Statement to look more like the statement from the Co Pay screen.  (More Consolidated). See Setting -504 for details.

Fields & Buttons:

View Note – view the note associated with the selected invoice

View Client – view the selected client

Take Payment – take a payment on the client’s account

View Individual Transactions – view individual transactions for the selected session. Each session may have multiple transactions associated with it. (copay, insurance, etc)

View All Transactions for Client – view all transactions for the client

Remarks – any comments about the selected session – these are printed on the statement. To edit or remove a remark, simply type over it. To remove a remark, simply type something like “Thank You.” The latest comment given will print on the statement.

Columns:

Service Date – date associated with the selected session

Note # - note number associated with the selected session

Client – selected client

Client # - selected client number

Days Late – number of days since the date of service

Billing Code desc. – description of the billing code associated with the selected session

Amount Invoiced – amount invoiced for the session

Amount Paid by Insurance – amount paid by insurance

Amount Written Off – amount written off after insurance payments have been applied

Amount Applied to Deductible – amount applied to the client’s insurance deductible

Pending Amount Owed By Client – payment owed by the client

Amount Paid By Client – amount client paid on the account

Total Due – remaining total due of all invoices for this session.  

Pending Insurance – any pending insurance payments. If insurance is pending the total due by the client may vary depending on how certain settings are set.       

SAL # - appointment number

Date Given To Client - date the statement was given or sent to the client.

Remarks - any comments concerning the selected client – these will be printed on the statement. To edit or remove a remark, simply type over it. To remove a remark, simply type something like “Thank You.”

Exclude Client - can be used to exclude selected clients for various reasons.

Instructions:

Be sure to go to the System Settings to check the following: -534 and -529

534 This setting will allow you to hide various columns in the Main Statement Report.  Place the EXACT column header name in the setting seperated by commas to hide a particular column.

529 This setting when True will include the provider name in with the Service Information on the Main Client Statement Report

 

To generate a statement, go to the Financial menu and select Statements. If you want to view ALL clients’ statements click OK otherwise filter the list accordingly for dates, clients, etc.

If you want to view ALL clients with ALL balances, uncheck the box at the top that says Only Show Clients with Non-Zero Balance.

If you want to view ALL clients with ALL sessions, uncheck the box at the top that says Only Show Sessions with Non-Zero Balance.

Go back to the filter and click OK. Once you see the invoice lines appear, click Print Statement.

A window will appear with all the statements where you can export them to a PDF document and print. To print one client statement at a time, simply filter for that client and the desired dates.

An image can be added to the statements for payments, such as a form for clients to make payments that includes credit card information. This is customizable through the company Documents under Organization Management. Be sure to make the image document Active in order for it to appear on the statements. Download a sample image for statements HERE.

The Statement form for your practice can be further customized for your purposes. Contact Support for details.

There is also an option to print a Client Statement Lite version of the document. [img] Click on the single brown leaf button to access a simpler statement with less information, such as insurance payments. The Lite version focuses on any amounts owed by the client.

new update: looks diff - get image

After you exit the Print Statement window a box will appear, asking you if you are giving the statement to the client. If you click Yes, the current date will be saved to the appropriate Date Given To Client column.

STATEMENT FAQS

I brought up one PDF report that had a blank page in the middle?
The page breaks occur in the printable statement based on what is in the different sections. It most likely couldn’t fit the entire image at the bottom and had to push it down.

If I select a client and click on View Individual, why isn’t there a report or print button?
You need to filter for that client to print one statement at a time from the main area. The View Individual button allows the user to see all the individual transactions that were used to make up that particular line on the statement. One line may have a co-pay, self-pay, and several claims to insurance.

What are the differences between full and lite statements?
The lite statement has less information, such as insurance payments or denials, and is mostly about what the client owes.

Use Case:

A client at the ABC Therapeutic Group is in the office and has asked for a current statement of his account for his records. The PIMSY staff accesses the Statement from the Financial menu and prints it for the client. They can also access statements from other areas of PIMSY, such as the My Sal Calendar appointment, client’s chart, Take a Payment screen, etc.

Related Articles:

If you cannot find what you need in this article, please contact Support (email) or call 877.334.8512 ext. 3.

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