Accounts
Collections
Follow overdue balances through reminder, final notice and collections review, hold statements, place an account with a collection agency and export the agency file.
When a balance goes unpaid, each statement run moves the account one stage along, and every step is kept on the account so you can show the effort made to collect.
Collection stages#
| Stage | What it means |
|---|---|
| Current | Paid since the last statement, or no statement sent yet. |
| Reminder | A second statement went out with no payment since the first. It carries a second notice. |
| Final notice | A third statement went out with no payment. It carries a final notice. |
| Collections review | Still no payment. The account needs a decision. |
| Placed with agency | Sent to a collection agency. No more batch statements. |
A payment received since the last statement returns the account to Current at the next run. A stage does not move while a payment plan is active or the account is on hold.
The collections worklist#
Open Accounts, then Collections. The list opens on accounts in Collections review; choose another Stage to see the rest, such as accounts placed with an agency. Open an account to act on it.
On an account#
The account's Collections section shows the stage, any hold and the agency, and lists every step with its date: statements sent, stage changes, holds and placement. From its header:
- Change Stage sets the stage by hand, for example back to Current after the family calls. Add a note to keep on the trail.
- Hold stops batch statements for a reason, such as a disputed charge, until a date or until you click Release Hold.
- Place With Agency records the agency and placement date and the amount the patients owe now. Batch statements stop.
To offer a payment plan instead, use New Payment Plan on the same account.
Export placements#
Click Export Placements on the Collections page to download a CSV for your agency: one row per placed account with the responsible party, address, email, the patients and their dates of birth, the agency, the placement date and amount, the balance now, and the last payment and statement dates.
Permissions#
Changing stages, holds, placing accounts and exporting placements need permission to manage collections. Anyone who can read patient accounts sees the stage and the trail.