NextGen Knowledge Center

Practice Preferences for Statements

You can set up and configure default parameters for statements in your practice. The table describes the preferences that you can set for your practice.

FieldDescription
Statement Options
  • Select Include remit phone number on export to include the practice’s phone number in the header section of statements that are electronically exported to a third-party vendor for processing (printing and mailing).
  • Select Prefix practice ID onto account number to prefix account numbers on statements (printed or exported) with the four-digit practice ID from the Practices master file in File Maintenance. The account numbers appear as 16-digit numbers. For example, in 0001000000001234, 0001 is the practice ID and 1234 is the account number.
  • Select Order by patient name within each statement to display multiple patients on a single statement in alphabetical order by first name. If the option is not selected, patients appear in numerical order of encounter number.
  • Select Suppress SSN from statement to prevent a patient’s Social Security number from printing on statements for employer accounts when the employer is the guarantor on the encounter.
  • Select Check for statement exceptions to generate a Statement Exceptions report during the statement run process showing any encounters that do not have a rendering provider.
  • Select Exclude In Progress encounters from statements only if Enable In Progress billing status is selected in Encounters practice preferences.
Charge / Transaction Options
  • Select Acct Minimum Statement Amt to set the range of the account balance necessary to receive a statement.
  • Select Acct Patient balance only to include the patient balance on all encounters of an account to generate a statement.
  • Select Acct Patient + insurance balance to include the patient balance and insurance balance on all encounters of an account to generate statements.
  • Select Show only encounters with patient balance to include only the encounters with an outstanding patient balance in the statement. If an encounter has an outstanding insurance balance but no patient balance, the encounter does not appear in the statement.
  • Select Exclude unapplied credits to exclude unapplied credits and deposits from the statement generation process. When you select this option, it is also selected in the Statements window and NextGen® Background Business Processor.
  • Select Insurance payments generate statements to send additional statements for an account when insurance payments are posted to one or more encounters in the account.

    This setting overrides the account’s regular statement cycle, and guarantors could potentially receive multiple statements within a month depending on the frequency of insurance payments posted to their account and internal statement generation processes.

Other Statement Options
  • Select Dunning messages by Aging to send statement dunning messages based on the date of the guarantor’s oldest patient balance. For example, when the balance reaches 31 days, a message appears stating that the balance is over 30 days past due.
  • Select Dunning messages by Statement Counter to send dunning messages based on the guarantor’s account-level statement counter. For example, if the statement counter is currently at 1, a message appears stating that this is the second statement and the balance is past due.
  • Select Print One Statement for each practice, provider, or location.
  • Select Statement Aging Date to decide how balances are aged for statements and the aging category for a balance that appears on the statement.
Acceptable Payment ParametersSelect Minimum flat dollar payment amount to enter a minimum balance amount above which the statement counter resets, and select Acceptable % of self pay balance to enter the percentage of the patient balance below which the statement counter resets.
The Statement Counter in the Account Profile window is incremented by one each time a statement is generated for an account or a guarantor. If the guarantor remits a payment that meets the parameters defined here, the Statement Counter is automatically reset to zero.
Late FeeSelect Late Fee to set the default parameters for late fees on accounts with a delinquent self-pay balance. The late fee is added to the statement for any guarantor in the batch with a delinquent self-pay balance that meets or exceeds the number of days defined here.

Prior to setting up preferences in the Late Fee Preferences window, you must create a SIM code for the late fee charge. If using Flat Fee as late fee, enter the dollar amount as the price on the SIM code. If using Percentage as late fee, enter the price on the SIM code as $0.00.

The late fee charge amount is calculated as a percentage of the total delinquent self-pay balance.

The following examples demonstrate the Statement Counter Reset functionality based on the NextGen® Enterprise version defined in Acceptable Payment Parameters.
Example 1

Practice Preferences: Minimum flat dollar payment amount = $25.00

Acceptable % of self pay balance = 100%

Versions 5.8 and earlier

( and = Payment must meet both criteria)

Versions 5.8 UD1 and later

( or = Payment must meet one criteria)

If the guarantor has a $5 self-pay balance, a $5 payment does not reset the counter to 0 because even though the payment is 100% of the balance, it is still less than the $25 minimum flat dollar amount.If the guarantor has a $5 self-pay balance, a $5 payment resets the counter to 0 because the payment is 100% of the balance, even though it is less than the $25 minimum flat dollar amount.
Example 2

Practice Preferences: Minimum flat dollar payment amount = $5.00

Acceptable % of self pay balance = 100%

Versions 5.8 and earlier

( and = Payment must meet both criteria)

Versions 5.8 UD1 and later

( or = Payment must meet one criteria)

If the guarantor has a $25 self-pay balance, a $20 payment does not reset the counter to 0 because even though the payment is greater than the $5.00 minimum flat dollar amount, it is still less than 100% of the self-pay balance.If the guarantor has a $25 self-pay balance, a $20 payment resets the counter to 0 because the payment is greater than the $5.00 minimum flat dollar amount, even though it is less than 100% of the self-pay balance.
Practice Preferences for Statements