Statement runs

A statement run produces a patient statement for every account that matches your choices, in one step. Open Accounts, then Statement runs.

Start a run#

1. Click New Statement Run.
2. Choose which accounts get a statement:
   • Minimum balance ($): accounts owing less than this, after credit, are left out. The default is 5.00.
   • Statement cycle (days): accounts sent a statement within this many days are left out. The default is 30.
   • Oldest amount at least (days): only accounts whose oldest patient amount is at least this old. Leave it empty for any age.
   • Accounts: every account, only accounts with a responsible party, or only patients who pay for themselves.
   • Leave out accounts with insurance still pending waits to bill a family until insurance has processed every claim.
3. Click Preview. The preview lists each account with what the statement asks for, the age of the oldest amount, the delivery and the collection stage, and says how many accounts each rule left out.
4. Uncheck any account you want to leave out of this run. Changing a choice in step 2 clears the preview and your unchecked accounts; click Preview again to review the new list.
5. Click Start Run.

The run produces the statements in the background; the list shows Running, then Completed. Statements always leave out accounts that are excluded from batch statements, on a collection hold or placed with an agency.

How each statement goes out#

Each statement goes out by the responsible party's preference in Statement Settings on the account:

• Secure email when they chose email and an email is on file. The email carries only a link (see Secure email).
• Mail otherwise. A mailed statement waits for the next mail file. An account with no mailing address is left out of the run.

A run also moves each account's collection stage one step when no payment came in since its last statement (see Collections).

The run history#

Each run shows its statement date, status, how many statements it produced, the total asked for, how many went by secure email and by mail (with how many mailings still wait for a mail file), the choices it ran with and who started it. Click the date, or View Statements in the row's actions, to see each statement, its delivery and whether the secure link was opened.

Mail file#

The mail file is what you upload to your print-and-mail service. Click Download Mail File at the top of the page for every statement waiting to be mailed, or choose Download Mail File in a run's actions for that run alone. The file is a ZIP with one PDF per statement and a manifest.csv listing each statement's recipient and mailing address.

Each statement in the file is marked In a mail file, so the next file does not repeat it.

Permissions#

Statement runs and mail files need permission to run statements.