Patient Statements (dont use entire thing - use other)

Patient Statements (dont use entire thing - use other)

This is the Article that is dedicated to all things Patient Payment related. 

  • Attached Documents show you the forms/formats we send to clients and the form/format they are returned as
  • Patient Classification Acronym Legend
    • These are the acronyms you will find within your Excel list summary of patients within the Patient Statement Preview Reports
  • Schedule
    • This details the schedule in which we send statements to clients for review and subsequently to patients for payment
  • Basic Patient Billing Guidelines
    • These are guidelines - special agreements with providers are available upon request


Patient Classification Acronym Legend
  • W/O
    • Write Off All Patient Balances
  • OI
    • Other Insurance – make sure that all insurance avenues have been exhausted prior to billing patient
  • PP
    • Payment Plan – check for DocuLink’d agreement or notes in Patient Notes for specifics
  • SN
    • See Notes – a special case that doesn’t warrant its own classification
  • OH
    • On Hold – see patient notes as to why. Patient notes will contain either detailed notes or a Ticket # which either reference will detail why this patients statements are On Hold
Schedule
    • We process everything related to patient statements every Thursday and the tasks are split up weekly. Meaning, Week 1 we submit the Patient Statement Preview Reports to you on Thursday and then mail the statements to the patients the following Thursday. Two weeks then lapse and then the cycle repeats itself. Since we perform this tasks based on weeks and not months - it is difficult to present the week in which your statements will be prepared. Please contact us for further details. I'll present the timeline below and an example for reference.
  • Timeline:
    • Week 1
      • Patient Statement Preview Reports are generated and submitted to clients
        • Week 1 is for clients with the first letter of your clinic name being A-M
    • Week 2 
      • Patient Statements are generated and submitted to patients 
        • Week 2 is for clients with the first letter of your clinic name being A-M
    • Week 3
      • Patient Statement Preview Reports are generated and submitted to clients
        • Week 3 is for clients with the first letter of your clinic name being N-Z
    • Week 4
      • Patient Statements are generated and submitted to patients 
        • Week 4 is for clients with the first letter of your clinic name being N-Z
  • Example:
    • On 10/15/2015, we will generate Patient Statement Preview Reports to clients for review with the first letter of their clinic name being N-Z.
    • The following 10/22/2015, we will send statements directly to the patients that were contained within the list created within the Patient Statement Preview reports on 10/15/2015 to patients that were seen at a clinic where the first letter of the name of the clinic begins with a letter between N-Z

Basic Patient Billing Guidelines

Our basic policies are defined below.

  • A statement will be mailed to the patient no later than 30 days of receipt of notification that the patient owes the bill. This notification could be an EOB, or a request from the provider etc.
  • A second statement will be sent to the patient within another 30 days
    • This statement will have a message that states "Second Notice"
    • They will also receive a call shortly after receiving their second notice. We will discuss their bill with them and assist in finding a payment solution if needed
    • At 90 days without payment or at minimum an accepted payment plan - we will request authorization from you for submission to a Collections Company. We utilize ********* but you are free to choose your own if you wish.

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