Patient Statements - How to Use

Statements reflect the true patient owes balance.  Make sure you are using PMR or adjusting the patient owes amount on each claim to ensure your patient balances are correct.  You can send statements via email, SMS or print/mail.  If you use ChiroSpring Pay your patients can pay their balances with a payment link.  *For instructions on sending a $0 balance statement, scroll down to steps on creating statements from your Aging Report.

• Set your default statement “look” (there are multiple to choose from) 
• Set your return address 
• Add a statement note (e.g., Due within 10-days of receipt) 

Choose which statements you want to create from the “Patients with balances” section.  Once created choose how you want to send them.  Once submitted make sure to select and mark complete.   

Navigate to the Billing menu, then click on Statements. Here you can create and send statements to your patients.

You will notice two tabs:

• Patients with balances
  • This section will show you every patient in ChiroSpring that has a balance. This can be a claim balance or patient balance. Use the filters at the top to determine if you only want to see patients with true Patient Owes balance (note you must use PMR for this to be accurate).
• Created statements
  • This section contains every statement you have created for your patients. They can be created from the first tab, or in other areas of the software such as the Aging Report or in the Statements section within a patient.

We will discuss using statements entirely from here.

On the "Patients with balances" tab, select which patients you want to create statements for. Then choose the action button and select "Add to statements queue". This will move the statements into the second tab.

From the "Created statements" section choose the statements you want to submit. Then select the action button followed by an action:

• Generate PDF (used to print/mail)
• Complete statements
  • This removes them from the statement queue and should be used after you submit them
• Delete statement
  • This removes them from the statement queue and should be used if you did not intend on creating those statements
• Text balance notification
  • This will send a balance notification to the patient via SMS. For ChiroSpring Pay users they can click a link to pay their balance directly.
• Email statement
  • This will send the statement to the patient via email

As a reminder, after you have submitted the statements to your patient(s) make sure you mark them complete. You can always create new statements when you are ready to send them again in the future.

Every practice is different. That is why we have created several different statement options. We recommend trying each option to determine your best fit.

Click Here to customize your statements.

1. Choose which statement you want
2. Determine the address that should be shown on the statement (Return Address)
3. Enable the "super bill with payments" option for Front Desk checkout (recommended)
4. Statement Message - This message will appear on the statement (e.g. Due within 10 days)

For completeness, we will also show you how to create statements from the Aging Report.

1. From the left side menu, navigate to Reports > Claims & Products > Aging Report - You can filter your report by Date Range, Claim Colors, & more!

2.For claims with balances: Select Green Claims from the claim status color drop-down (green claims are claims with patient owes balance that have been fully adjudicated).

For claims with $0 balance: Filter for all Black Claims instead, then proceed with Step 4.

3. Next you need to make sure your patients do not have money that is unapplied.  Nothing is worse than sending a patient a statement when they have in fact paid for the charge(s).

We show patients with unapplied payments with the dollar symbol next to their name.  

Click through each green dollar icon next to patient names and click on the Apply Claim tab in the pop-up box. Select the check-boxes next to green claims only and then apply money. Repeat this process for every green claim patient through the report and then refresh your report by hitting "Search" again.  

4. Use the Select all box at the upper left corner of the report results and then eliminate anyone you would not like to send a statement to (consider removing patients with 2 active insurances unless you've clicked on the claim log to verify that both insurers have processed).

5. Once you have the boxes clicked that correlate with those claims that should be billed to patients, hover over the blue action button in the lower right corner and click the icon for Add to Clinic Statement Queue.

6. When you are ready to send these statements to your patient(s) go to Billing/Statements and follow the steps from above on sending statements.