Tracking billing statements to patients

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16 comments

  • Official comment
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    Dan Larsen

    Good news! This feature is being developed now and will be released in an update soon. Thanks for all of your feedback and support of Dentrix Ascend. 

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    Kenneth Rhodes

    Currently there is not a way to track printed statements for patients from within Dentrix Ascend. When Statements are generated, the recipient list,  and statements, will remain unchanged until the next time a list is generated. Statements are not copied to the patient document manager and there is not an entry made on the patient's ledger to show that a statement was printed. Some offices will save the .pdf to a folder on the computer. With this .pdf  file open, press "Ctrl F" and then enter the patient name to see if the patient's name is in the file. 

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    Lisa

    This would be very helpful in tracking when statements are sent.

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    Linda

    I was able to create a general ledger code (9999.etc) called statement sent and was successful posting it to a few of my patients ledger however, I no longer can do that...this is over a course of 3 months.  there should be a path to do this for the individual statements sent, 

     

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    Elaine O’Brien D.M.D.

    Hoping this feature request can be implemented sooner rather than later!  It is very difficult to track which patients have been sent bills with this program.

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    Glopez

    Will love to have that feature.

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    Victor London

    For our office, I was able to create an excel file that we use to track when statements have been sent. Our billing person loves how it is working. The excel sheet is very simple. Here are the steps we use to track it every 2 weeks:

    1. Run Billing statements (Home - Reports - Billing statements)

    2. We select our criteria and run the statements

    3. We then copy the list (balances and names) and paste them in the excel file at the end of the list.

    4. We use excel the remove the duplicate names and then use excel the alphabetize the list A to Z.

    5. If we send a bill, we put notes in the guarantor notes box in the ledger with a date stamp to add extra tracking for our front office staff.

    Our billing person is then able to work the list and update the balance, remove names if balance is paid, and ect. Also, for in house payment plans or claims out to ins, we have setup the excel file to mark that person with a specific color if we mark the corresponding box (for quick reference).

    The Negatives to this is you have to work the list and look at each person to verify if they have paid, the excel file can not track or remove people automatically for you (that I have been able to figure out so far).

     

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    Linda

    I responded to this in January 2018.  This is what is working for me.  Create a ledger code (I used 9999) and call it Statement Sent.  To post a statement sent on ledger and billing statement, this is a Completed service, code 9999(automatically populates the "statement sent"  fee is of course 0 and post.  It's working like a charm for me

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    Jo Lowery

    The one comment I have on the solution above is that because Ascend sees a code - and it can not determine a fake admin code from a real visit code - it will update the patients last visit date in the patient information area. This could lead to inaccurate reporting in the future. I do agree that being able to see when the last statement was sent is very important. Some offices have chosen to put a note in the Ledger Note Area ( the small note icon to the direct right of the Credit Adj. ) due to the ability to just hoover over it and see the info in that note box. This would be a short term solution as well. 

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    Misty Garr

    How much longer will it be before tracking billed patients becomes easier? This seems like a very simple and needed request to address. Using the generate billing statement feature, all statements are generated as a group so why has Ascend not added the feature to note in the ledger or the guarantors overview that a billing statement was generated or sent? As it is now the only way to track when statements are sent is to manually mark every family billed. Doesn't matter what work around has been suggested above, notes or code usage still requires every billed family to be manually gone into.This is a huge waste of precious time and truly should be demanding immediate attention. Please update this soon Ascend we would all like to work smarter not harder!

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    Tanya Fuentes

    I'm extremely curious in talking with Support that "they are working on the issue" but looking back, this issue has been talked about for 4 years.  The problem with no tracking with statements is that if you do not have that to back you up and show due diligence, you are unable to send people to collections.  Even with using a fake code, if the issue is brought into legal; it does not stand up in court. This is such a standard accounting process, I just can't understand why it has not been a priority in fixing "the issue".

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    Kelly Cline

    I agree this may be the LARGEST weakness in ascend.  No matter your tracking method it is completely inconvenient and labor intensive.  

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    Javan Baldwin

    It's been over two years since any official comment was made on this topic.  Can we get an update?  

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    Javan Baldwin

    I appreciate the response but this will only let me see what statements were sent to a specific individual.  I'm looking for an easy way to see which patients are 90+ days overdue and have already received multiple statements. The goal being identification those patients who are not paying their bill and have received statements from us.

     

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    Greg Quandt

    Here is what I would recommend. Run the Aged Receivables report for over 90 days. On the right hand side of the report is a paper clip. This will pull up the patients last statement. If you want to see the full history for that particular account, then click the guarantor name. This will open a new tab taking you to that patient. Then you can see the full statement history, create letters, etc. Close the tab and go to the next patient in the Aged Receivables report. I think that will get you to your goal.  

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