How To: Create and Batch Client Statements

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Statements may be easily created for a client directly from their chart, offering a convenient way to provide receipts to your clients for the services you provide. Or, statements can be batched, or created for all or most of your clients at once, which may be useful for monthly invoicing. Our statements print to fit perfectly in a #9 envelope to be mailed out.

Each statement includes your practice's logo, address, and phone number, the date the statement was created, the client's name and address, and selected billing transactions. You may also include a custom comment on your client statements. Click the User Icon > Settings > Patient Billing to edit your Patient Statement Settings and create a default comment to be included on each statement.

Role Required: Practice Biller or Biller for Assigned Patients Only

To create a statement for a client:

  • Click Patients > Patient Name > Patient Billing tab
  • Under Patient Accounting, click the Create Statement link
  • A dialog titled Create a Statement will appear. Select the type of statement you wish to create

createastatement.png

(A) All open items for the selected patient: Select this option to create a statement which includes only the items that contribute to the client's open balance.

(B) Activity from: Select this option to create a statement which includes all billing activity for the client over a specified date range. Both charges and payments for the client are included on the statement.

  • If desired, enter a Statement Comment to be displayed at the bottom of the statement
  • To download the statement as a PDF, click the Download Statement button. To print the statement, click the Print Statement button
  • If you are downloading the statement, TherapyNotes will prepare your document in a blue bar at the bottom of your browser. When your note is ready, click the Ready: Click to Download link

To create and batch statements for multiple clients:

Note: If you have the role Biller for Assigned Patients Only, you may only batch statements for your own clients.

  • Click Billing
  • Under Patient Accounting, click the Pt Aging & Batch Statements link
  • From the Clinician dropdown, select the name of the clinician whose clients you want to include on the statements, or select All Clinicians to create statements for all clients with an open balance
  • From the Age dropdown, select the age of the open balances you want to include on the statements
  • Click the Create Report button

patientagingreport.png

  • Select the checkbox next to each client you want to create a statement for, or select the checkbox next to Patient in the table header to select all clients
  • Click the Create Patient Balance Statements button
  • A dialog titled Create Batch of Patient Statements will appear. If desired, enter a Statement Comment to be displayed at the bottom of each statement
  • Click the Download Batch button. The selected statements will download as a single PDF
  • TherapyNotes will prepare your document in a blue bar at the bottom of your browser. When your note is ready, click the Ready: Click to Download link
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Comments

  • Avatar
    Emily Roby

    Total charges do not equal total payments if a payment was applied to a former charge (outside the range of the open items). Would it be more clear if the running balance would not zero out when the payment is made? At present we are recreating statements on Excel.

  • Avatar
    Chris Bruno

    I'd like to be able to run batch statements for any client, including those who do not have outstanding balances. When the payment is made, there is no receipting system in TN, and I'd like to send out monthly "receipts" or "statements" for clients to know what their account activity is. This is possible right now only if each and every patient's file is entered and a statement is created. Is there a way to do batch statements (that are NOT aging reports?)?

  • Avatar
    Jordan

    Unfortunately there is not a way to run a batch statement without a balance. The Patient Aging Report & Batch Statements only shows overdue balances per those patients who have a balance.

    In order to generate a receipt for a patient you will first go to the patients chart and click on "Patient Billing" and enter the patient payment. Then you will continue to stay on the "Patient Billing" tab and click on "Create Statement." You will choose the second option and put in the date they are giving you the payment. i.e.: If they gave you the payment today, you will put in 10/13/15-10/13/15. This will bring up a receipt that you can print.

    If you have any questions you can contact support at 215-658-4550 or via email support@therapynotes.com.

  • Avatar
    Amy Call

    Will TN enhance the statement feature to include a "remittance copy" to include with the payment?

  • Avatar
    Laura

    Amy,

    TherapyNotes plans to improve the statement and receipt features in the future. We do not have an ETA at this time.

  • Avatar
    Christina Caro

    Is there a plan to improve the Statement generating software so it shows: date of service, amount billed, patient paid, insurance paid, and patient balance. The current form looks like there was no charge for the service (zero'd out). It is not clear that the co-pay balance is because it is a co-pay balance. I also have to create statement using Excel.

  • Avatar
    Laura

    Christina,

    Thanks for your feedback. We plan to improve the statement in the future but do not have an ETA at this time.

  • Avatar
    Jennifer Doler

    I agree that the statements need to provide more information to the patient. It does not show any payments or adjustments made by the insurance company. I would also really like to be able to put a note in that will show up on the statement that says when the insurance company applied the charge to the deductible. In addition, I would like to be able to see how many statements were sent to a particular patient and when they were sent. This would be a great help when turning accounts over to collections. At this time, I have to keep a physical copy of each statement that I send out as proof of billing.

  • Avatar
    Lisa Poland

    I look forward to the possibility of improvements being made in the future to the statement feature. I echo the frustration of not being able to provide a more clear receipt to clients wanting just a record of their payments or a more detailed account of how client payments were applied to different DOS and insurance payments.. Previously, we used EZclaim which allowed you to see the DOS, any client payment, and any payments made by the insurance for each date. It was clear and easy to understand by clients.

  • Avatar
    Laura

    Lisa,

    Thank you for your feedback. As stated above we intend to improve the patient statement but do not have an ETA at this time.

  • Avatar
    Laura

    Jennifer,

    Thank you for your suggestion. We value your input and will forward your feedback to management for review. We plan to improve the statements in the future but do not have an ETA at this time.

  • Avatar
    Crystal Bryant

    I look forward to the improvement of patient billing statements. This will clear many questions by office staff and most importantly our clients. I would encourage this update to include the following details on the billing statements, the dates of service, CPT codes billed with the rate, how much the insurance paid, how much the patient paid (or owes), and the adjustment. This will help answer many questions, and eliminate frustrations of our office staff and our clients on how the billing was handled over time for an individual client.

  • Avatar
    Laura

    Crystal,

    Thanks for your feedback. We plan to improve patient statements and include the information you listed above. At the moment we do not have an ETA on the update of this feature.

  • Avatar
    Virginia Oedekoven

    I echo all of the above. Our clients get frustrated when they cannot see what insurance payments are being made or aaplied. We have to recreate a statement in spreadsheet form for them.

    Also we need to have a way the date they were printed appears on their account. We have to open each clients account and under billing comments we enter the date each statement is sent. This is very time consuming as well as open to errors when they scream they didn't get a statement, Im not sure if they did or didn't because the staff could have been interupted by a zillon things amd them forgot to hand date them.

    They also need to provide an insurance pending or insurance has been filed comment

    thank you

  • Avatar
    Sean Behan

    Hi Virginia,

    Thank you for your feedback. We are continuing our work on improving the statements, and will add your feedback as well. We do not have a current ETA on this feature.

  • Avatar
    Josafa Abreu

    Hi Therapy Notes,

    We sincerely look forward to your enhancements on the statements as the current statements are not clear enough.

    I echo all of the above. The statement should reflect any insurance payments with a date of payment, patient payments with a date of payment and the clinician the patient saw.

    As it is right now we cannot use this feature and have to re-create the statement on our own. VERY FRUSTRATING.

  • Avatar
    Amy Fifield

    Can the font on the statement be enlarged? Mine is printing at size 9?

  • Avatar
    Amy Fifield

    I am also wondering if I can add space between client address and service code. I am trying to use double window envelope but part of treatment line shows through window - which likely would be corrected if I could enlarge size of text on statement to 12

  • Avatar
    Alberta Rector

    Has there been any update to this issue? The current statements we can provide do not include the entire balance on the account. It also does not reflect the insurance payment. Will there be and enhancement to the system anytime soon?

  • Avatar
    Heather Langan

    Ditto all the above. We all understand that TN is working on this but it's a real inconvenience - the statements at the moment are essentially useless.

  • Avatar
    Jordan

    Alberta/Heather,

    We are planning on updating the statements to reflect insurance payments in a future update. There is not a specific eta at this time. If you have any questions please contact support at 215-658-4550 or via email at support@therapynotes.com.

  • Avatar
    Jordan

    Amy,

    The font cannot be enlarged at this time on the statement.The envelope size is 10 for which you would use for mailing out patient statements. We value your input and will forward your feedback to management for review. Thank you!

  • Avatar
    Rebecca Durr

    I see you have said that there is no ETA on the statement improvements. But I also noticed that you indicated it was being worked on almost a year ago. So, do you think it is still a few years away?

  • Avatar
    Jordan

    Rebecca,

    We are continuing to work on different aspects of TherapyNotes including the billing portion. We will be updating our patient statements in an update to reflect what insurance has covered. There is not an eta at this time as we continue to make improvements to aspects of TherapyNotes to better incorporate future changes to billing. If you have any additional questions please contact support at 215-658-4550 or via email at support@therapynotes.com

  • Avatar
    Menzo Faassen

    I would love to see the statements have credit card payment blanks. Also is TN going to offer a service where bills can be sent out to patients automatically?

  • Avatar
    Jordan

    Menzo,

    Thank you for your suggestion. We value your input and will forward your feedback to management for review. If you have any questions please contact support at 215-658-4550 or via email at support@therapynotes.com