Creating and Managing Patient Statements

Patient statements can be created individually or in batches, providing flexibility for practices to issue receipts or invoices for services. Statements are customizable and include essential details like your practice's logo, address, the patient's name, services provided, insurance reimbursements (if applicable), and remaining balances.

With TherapyNotes, you can also preview and save statements directly to the patient’s Documents tab for easy access and sharing via the TherapyPortal.

Creating a Statement for an Individual Patient

1. Navigate to the Patient's Billing Tab. Go to Patients > Select the Patient’s Name > Billing tab.

2. Select Statement Options:

   • Under Patient Accounting, click the Create Statement link.

     Choose one of the following:

     • All open charges: Includes items contributing to the patient’s current open balance.
     • Charges from a specific date range: Includes charges and payments over a selected period.
   • Optional: Enter a Statement Comment to display any additional notes at the bottom of the statement.

3. Generate the Statement Preview
   • Click Generate Preview. The preview will display key information, such as rates, insurance payments, and total amounts due.

4. Save the Statement

   • After reviewing, click Save Statement. The document will automatically save to the patient’s Documents tab.

     
     

Accessing and Sharing the Statement

• The saved statement filename will reference the included dates of service (e.g., "Statement for 9/20/24–11/22/24").
• Open the saved document to view the full version with the statement header.

• You can share or access the statement via these options:
  • Share on Portal: sends the statement to the client through TherapyPortal.
  • Download: TherapyNotes will prepare the file in a bar at the bottom of your browser for download.
  • Print: Opens your browser print options.

Tips for Mailing:

• Fold the statement at the grey mark on the right-hand side to fit perfectly in a #9 envelope.

Batching Statements for Multiple Patients

1. Access Batch Statements. Go to Billing > Under Patient Accounting, click Pt Aging and Batch Statements.

2. Set Batch Criteria:
   • Use the following dropdowns to filter:
     • Clinician: Select a specific clinician or All Clinicians.
     • Balance: Choose balances to include (e.g., Has Balance Greater Than with a minimum value.
     • Age: Filter by the age of open balances.
3. Create Report
   1. Click Create Report to display the filtered patient list.

4. Select Patients
   1. Select the checkboxes next to the desired patients, or use the Patient checkbox to select all.

5. Create Batch Statements
   1. Click Create Patient Balance Statements
   2. Optionally, add a batch-wide comment to be displayed at the end of each statement.
6. Download the Batch
   1. Click Download Batch. The statements will appear as a single PDF for download.

Customizing Statements

• Add a default comment to statements:
  • Go to User Icon > Settings > Patient Billing to edit the Patient Statement Settings.