Generating a patient's billing statement

You can generate a billing statement for a specific patient or account. You can then send it electronically, print it in-office to mail it, or use Dentrix Ascend's print-and-mail statement fulfillment service to have it printed and mailed to the patient or guarantor.

Notes:

• For a printed statement, a guarantor must have a street address, city, state, and ZIP Code entered in his or her record. If this information is missing, Dentrix Ascend will warn you so you know to update the guarantor's information before generating the statement.

• For an electronic statement, a guarantor must have mobile phone number or email address entered in his or her record. If this information is missing, Dentrix Ascend will warn you so you know to update the guarantor's information before generating the statement.

To generate a billing statement

1. While viewing a patient's record, on the Patient menu, under Financial, click (or tap) Billing Statement.

   The Billing Statement dialog box appears.

   

2. Set up the following options:

   • Statement Start Date

     • From Last Zero Balance - Select this option to include an account's transactions with service dates (transaction dates) since the account last had a zero balance.

     • Other - Select this option to include an account's transactions with service dates (transaction dates) since the date you enter. The current date is entered by default, but you can change the date.

     • Walkout (Today Only) - Select this option to include an account's transactions with service dates (transaction dates) on the current date.

     Notes:

     • The statement will include only the current version of transactions. The statement will not include transaction history or cancellations.

     • On the statement, a balance forward amount will appear for the account's balance up to the specified date.

   • Statement View

     • Guarantor View - Select this option to include transactions for the current patient, all patients who have the same guarantor as the current patient, and the guarantor (if not the current patient).

     • Patient View - Select this option to include transactions for the current patient. This option is not available if the patient is the guarantor for only himself or herself (the Guarantor View option will be used).

   • Statement Message - Type a message that you want to have appear at the bottom of the statement. This message will be saved for the current patient (and appear on this patient's individual statements and walkouts from now on) when you click (or tap) Print. In addition to this patient-specific message, a general message may also appear at the bottom of the statement (if a default message exists for batch statements).

     Note: Only the first 450 characters of the statement message can be transmitted with an electronic statement.

   • Include credit card payment options - Select this check box to have credit card payment options appear on the statement.

   • Include location abbreviation - With this check box selected, the location abbreviation of the applicable rendering location (if an abbreviation has been set up for that location) appears next to each procedure on the statement.

     

   • Include due date as - Select this check box to have the specified date entered as the due date on the statement.

     Note: You can choose a date that is 1 to 180 days in the future. However, industry consultants recommend that the due date be 30 days, which is the default.

3. Do one of the following:

   • Print a statement for the patient, and optionally send an electronic statement (e-statement) to the patient:

     1. From the Actions button menu, point to (or tap) Print.

        

     2. To record a summary of the statement in the patient's connections history and save a copy of the statement in the patient's Document Manager, leave the Add to Patient Connection check box selected. To not record the statement as a patient connection or save a copy of the statement, clear the check box.

     3. To send an electronic statement (e-statement) to the patient, in addition to printing the statement, select the Send eStatement check box. To not send an e-statement, leave the check box clear.

     4. Click (or tap) Print.

   • Use Dentrix Ascend's print-and-mail statement fulfillment service to print and mail a statement for the patient (terms, conditions, and fees apply), and optionally send an electronic statement (e-statement) to the patient:

     1. From the Actions button menu, point to (or tap) Print & mail for me.

        Note: This option is available only if your assigned user role has the "Send single Print & mail for me statement" right.

        

        Note: The Add to Patient Connection check box is always selected. A summary of the statement will be recorded in the patient's connections history and a copy of the statement will be saved in the patient's Document Manager.

     2. To send an electronic statement (e-statement) to the patient, in addition to having the statement printed and mailed for you, select the Send eStatement check box. To not send an e-statement, leave the check box clear.

     3. Click (or tap) Print & Mail.

        If you have not accepted the terms and conditions while logged in to the current location, the Pricing Details - Print & Mail for Me Option dialog box appears.

        

        Note: You do not have to accept the terms and conditions again for this location unless the terms and conditions change, such as if the pricing changes.

     4. To read the terms and conditions, click (or tap) the the terms & conditions link. The document opens on a new browser tab.

     5. To accept the terms and conditions, select the I have read and agree with the terms & conditions check box.

     6. Click (or tap) Print & Mail for Me.

     Note: The printed statement that the patient receives is a high-quality, full-color statement. The statement groups procedures into visits to make it easy to read. The format is not customizable.

     

   • Send an electronic statement (e-statement) to the patient:

     1. From the Actions button menu, point to (or tap) Send eStatement only.

        

     2. To record a summary of the statement in the patient's connections history and save a copy of the statement in the patient's Document Manager, leave the Add to Patient Connection check box selected. To not record the statement as a patient connection or save a copy of the statement, clear the check box.

     3. Click (or tap) Send.

   If you chose to print the statement, a .pdf file of the statement appears on a new browser tab so you can print it.

   

   Notes:

   • Printed statements fit in #9 single- and dual-window envelopes and #10 single-window envelopes.

   • If the Add to Patient Connection check box was selected, the patient's "last billed date" is updated, which affects which statements get generated if you generate a batch of statements in the future using the Only generate statement if not billed since option.

   • If the Add to Patient Connection check box was selected, and if the Guarantor View option was selected, a patient connection is added to, a copy of the statement is copied to, and the "last billed date" is updated for not only the current patient but the patient's guarantor (if not the same) and all patients who have that guarantor.