Configure Statement Practice Preferences
You can use the table when setting up your preferences in Statement in Practice Preferences.
Statement Options
| Field | Description |
|---|---|
| Include remit phone number on export | Includes 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). For example, NextGen Electronic Data Interchange (EDI).
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| Prefix practice ID onto account number | Prefixes 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: 0001000000001234 where 0001 is the practice ID and 1234 is the account number.
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| Order by patient name within each statement | Displays multiple patients on a single statement in alphabetical order by first name. If not selected, patients appear in numerical order by encounter number. |
| Suppress SSN from statement | Prevents the patient’s Social Security Number from printing on statements for employer accounts when the employer is the guarantor on the encounter. |
| Check for statement exceptions | Generates Statement Exceptions Report during the statement run process showing any encounters that do not have a rendering provider. |
| Show grid lines | Prints alternating rows of white and gray shaded grid lines in the body section of statements. |
| Display practice phone number | Displays the practice's phone number in the header section of statements.
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| Exclude In Progress encounters from statements | Excludes In Progress encounters from appearing on statements. If excluded, an In Progress encounter does not appear until the encounter status is converted to Unbilled.
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Charge / Transaction Options
| Field | Description |
|---|---|
| Acct Minimum Statement Amt | You can select the Acct Minimum Statement Amt checkbox if the Account Minimum Statement Amount range is to be used to designate the balance an account must have in order to qualify to receive a statement. Guarantors with an account balance within the defined range qualify to have a statement generated. |
| From / To | Dollar amounts that define the balance an account must have to qualify to have a statement generated. |
| Acct Patient balance only | You can select the Acct Patient balance only option if patient balance on all encounters for the account is used to generate a statement. The total patient balance on all encounters must fall within the defined Acct Minimum Statement Amt range for the guarantor to qualify to receive a statement. |
| Acct Patient + insurance balance | You can select the Acct Patient + insurance balance option if the patient balance + insurance balance on all encounters for the account is used to generate a statement. The total patient + insurance balance on all encounters must fall within the defined Acct Minimum Statement Amt range for the guarantor to qualify to receive a statement. |
| Show only encounters with patient balance | Displays only the encounters with an outstanding patient balance on the statement. If an encounter has an outstanding insurance balance but no patient balance, the encounter does not appear on the statement. If this option is not selected, all encounters with an outstanding balance appear on the statement, irrespective whether the balance is out to insurance or to the patient.
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| Exclude unapplied credits | Excludes unapplied credits and deposits from the statement generation process. The Exclude unapplied credits option enables the practice to prevent unapplied credits from being included in the statement exception audit process, reducing the need for manual adjustments by practice users. When the Exclude unapplied credits option is selected for your practice, it is automatically selected in both the Statements window and the NextGen® Background Business Processor. Conversely, if the Exclude unapplied credits option is cleared, it is cleared by default in both places. Additionally, the Exclude unapplied credits option is turned on when Acct Minimum Statement Amt, Acct Patient balance only, and Show only encounters with patient balance settings are turned on. |
| Insurance payments generate statements | You can select the Insurance payments generate statements checkbox if accounts should receive an additional statement in the next run because an insurance payment was posted to one or more encounters on the account. This overrides the account’s regular statement cycle. Guarantors could potentially receive multiple statements within a month depending on the frequency of insurance payments posted to their account and your internal statement generation processes. |
| Display credit balances on statement | Displays total Unapplied Credits (account and encounter) on the statement. An unapplied credit is a patient payment that has been entered but not applied to a charge.
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| Include outsourced charges | Includes any encounters and charges outsourced to an external agency on statements.
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| Include bad debt encounters | Includes encounters in the Bad Debt status on statements. When selected, bad debt encounters with non-zero balances are included and the bad debt balance is added to the amounts in the following areas on the statement: Pay This Amount in the remittance header section Patient Balance column in the body section Current / 30 / 60 / 90 / 120 / Total Account Balance boxes in the footer section |
| Include All line items | Includes all line items on encounters that qualify for statements. When selected, an encounter with non-zero balance line items and zero balance line items display all line items on the statement. When not selected, an encounter with non-zero balance line items and zero balance line items display only the non-zero balance line items on the statement. |
| Exclude last/ history payment | Excludes encounters paid in full since the last statement from appearing on the next statement. If this option is not selected, encounters paid in full appear on the next statement displaying the payment and a $0.00 balance. |
| Exclude void charge/ transaction activity | Prevents voided charges and their associated transactions from appearing on statements. |
Detail Statement Options
| Field | Description |
|---|---|
| Display detail information on statement | Detail statements display a separate line for each charge on the encounter. Additional lines for each posted transaction (payment, adjustment, refund) appear next to the charge. You must not select the checkbox for Non-Detail statements. Non-detail statements display a separate line for each charge on the encounter. The total posted transactions (payments, adjustment, refunds) are included on the same line as the charge. |
| Display encounter nbr on detail info stmt | Displays the encounter number on detail statements.
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| Display full patient name on detail info stmt | Displays the patient’s full name (Last, First) next to each encounter on the statement If this checkbox is not selected, only the patient’s first name appears next to each encounter.
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Statement History Options
| Field | Description |
|---|---|
| Update last statement dates | Sets the default for the Update Last Statement Dates checkbox on the Statement Options window when processing batch statements. If selected, the option is preselected and the Last Statement Print Date is updated on the Account Profile window for all guarantor accounts in the statement run. |
| Update dates on forced statements | Sets the default for the Update Dates on Forced Statements checkbox on the Statement Options window when processing batch statements. If selected, the option is preselected and the Last Statement Print Date is updated on the Account Profile window for any guarantor account in the statement run that had the Generate Statement Next Run option selected. |
| Upload export file to NextGenEDI | Sets the default for the Upload Export File to NextGenEDI checkbox in the Statement Options window (batch statements) and the Guarantor Statement window (demand statement). Clients using NextGen Electronic Data Interchange (EDI) statement processing services can use this option to automatically send their statement export files real-time from NextGen® Enterprise PM to the NextGen EDI website. |
| Upload APC File to NextGen EDI | Uploads the automatic payment file to NextGen® EDI and sends a message to the Advanced Audit tool that automatic payment collections are turned on for your practice. Clearing this checkbox sends a message to the Advanced Audit tool that automatic payment collections are turned on for your practice. |
Other Statement Options
| Field | Description |
|---|---|
| Statement Breaks | Break by guarantor: Prints one statement for guarantor accounts that includes all patients on the account. Break by patient: Prints multiple statements for guarantor accounts. A separate statement is printed for each patient on the account. |
| Default Dunning Messages | Selects the appropriate set of dunning messages to appear on statements for outstanding self-pay balances. |
| Statement Aging Date | Affects how balances are aged for statements and determines in which aging category a balance appears on the statement. (Current, 30 Days, 60 Days, 90 Days or 120 Days) Charge Service Date: Balances the age on statements by the Service Date on charges. Enc Pat Resp Date: Balances the age on statements by the Patient Responsibility Date on encounters. This date occurs when all charge balances have been settled to the Pat Amt bucket in Balance Control and there is no remaining balance in the Ins1, Ins2 or Ins3 Amt buckets. Enc Encounter Date: Balances the age on statements by the Billable Date on encounters. |
| Dunning messages by Aging | You can select the Dunning messages by Aging button if statement dunning messages are based on the age of the guarantor’s oldest patient balance. For example, when the balance reaches 31 days, a message appears stating that your balance is over 30 days past due. Please make a payment as soon as possible.
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| Dunning messages by Statement Counter | You can select the Dunning messages by Statement Counter button if statement dunning messages are based on the guarantor’s account-level statement counter. For example, if the statement counter is currently at 1, the message might read as follows when the second statement is generated: A message appears stating that this is your second statement and your balance is now past due. Please make a payment as soon as possible.
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| Number of Days Between Statements | Existing Accounts: You can select the Number of Days between Statements for existing guarantor accounts. This number represents the number of days in the statement cycle. When a statement is generated for an existing account, the number of days defined must pass before the account qualifies for their next statement. The default value is 30. New Accounts: You can select the Number of Days between Statements for new guarantor accounts. A new account is created when a guarantor is selected for the first time on a patient’s encounter. This number represents the number of days that must pass from the date of that encounter before a new account qualifies for their first statement. The default value is 30. |
| Print One Statement | For Each Practice: Prints one statement for the guarantor. The statement includes all encounters for any provider at any locations within the practice. For Each Provider: Prints a separate statement to the guarantor for each provider. Each statement includes all encounters for the provider at any location within the practice. For Each Location: Prints a separate statement to the guarantor for each location. Each statement includes all encounters for the location with any provider within the practice. |
| Statement Sort By | Account ID: Sorts batch statements numerically by account number. Last Name: Sorts batch of statements alphabetically by account last name. Pay This Amt: Sorts batch statements by the dollar amount in Please Pay This Amount on the footer of statements. The account with the smallest amount prints first in the batch and the account with the largest amount prints last. Zip Code:Sorts batch statements numerically by zip code. |
| Late Fee | Sets the default parameters for late fees on accounts with a delinquent self-pay balance. When generating batch statements, a late fee charge can be 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 Late Fee Preferences, a SIM code must be created for the late fee charge. If using a flat fee late fee, you can define the dollar amount as the price on the SIM code. If using a percentage late fee, define the price on the SIM code as $0.00. Flat Fee: The late fee charge amount is equal to the price defined in the SIM Library. Percentage: The late fee charge amount is calculated as a percentage of the total delinquent self-pay balance. |
| Default header message | You can enter a message (up to 40 characters) to print in the header section of statements. |
| Default body message | You can enter a message (up to 40 characters) to print in the body section of statements, after the last encounter listed. |
| Default footer message | You can enter a message (up to 255 characters) to print in the footer section of statements.
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| Acceptable Payment Parameters | The Statement Counter in the Account Profile window is incremented by 1 each time a statement is generated for an account or guarantor. If the guarantor remits a payment that meets the parameters defined here, the Statement Counter is automatically reset to 0. Versions 5.8 and below: If both a flat dollar amount and a percentage amount are defined below, the account/guarantor payment must meet both parameters in order for the Statement Counter to reset for the account. The counter does not reset if one OR the other parameter is met. The counter resets only if one AND the other parameter is met. Versions 5.8 UD1 and above: If both a flat dollar amount and a percentage amount are defined below, the account/guarantor payment does not need to meet both parameters in order for the Statement Counter to reset for the account. The counter resets if one OR the other parameter is met. |
| Minimum flat dollar payment amount | Select this checkbox to define an acceptable payment dollar amount. For example, if set to $50.00, the statement counter will be reset to 0 for any account guarantor that remits a payment greater than or equal to $50. |
| Acceptable % of self-pay balance | Select this checkbox to define an acceptable payment percentage amount. For example, if set to 50%, the statement counter will be reset to 0 for any account guarantor that remits a payment greater than or equal to 50% of their outstanding self-pay balance. |
The following examples demonstrate the Statement Counter Reset functionality based on the NextGen Enterprise version defined in.
| 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% | |
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| 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. |