Patient Statements - Complete Guide

You can send statements via email, SMS or PDF/Print.  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 dates of service you want to send statements for and Queue them up to your statements Queue using one of the following ways.  Once created choose how you want to send them.  The statements will remain in the Queue until you complete them.

1. Queue from the Patient's Claim History
2. Queue from Billing - Statements
3. Queue from your Aging Report

SETTINGS - BILLING - DEFAULT STATEMENTS

• Choose Default Statement (this is the statement format that will send/print from the Statements Queue
• Option to Toggle ON/OFF "Auto-add green claims to the Statement Queue"
• Option to Toggle ON/OFF ability to Quick Print Superbill from the Front Desk Screen
• Statement Message - Script a personal message you would like to print on the statement (centers at bottom of page)
• Select Default Return Address
• Click Save

On the Front Desk, once your patient has been moved to checkout (and there is a claim associated with the visit) you will see a print icon (see image below) with the Print Superbill from Front Desk Screen Toggled ON.

When you touch or click that print icon, it will generate a PDF Superbill statement for today's claim to print.

To print Superbills or any other statement view with multiple dates of service, follow one of the following ways:

From Patient Claim History:

• Go to the Claim History of any Patient's record and you can select the dates of service you want to send a statement to the patient for. Once selected, hover your action arrow and click "Add to Clinic Statements Queue"

• And then you can navigate to Billing - Statements - Created Statements (Tab)

• Select patient(s) or Select All and then hover your action to SMS, Email, and or save to PDF (can then print)

Queue From Patient Balances Statement Screen

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.

Queue 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.

From the "Created statements" section choose the statement(s) 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 and link to pay that statement balance via SMS
• Email statement*
  • This will send the statement as PDF attachment and link to pay via patient email

*Must have ChiroSpring Pay activated

*Patient payments WILL write back to the Dates of Services sent on the statement when patient clicks the link to pay.  

Statements do not complete out of the Queue once sent, you will want to manually select and complete out of the queue.  You can queue up statements and complete at your convenience, so you are in full control of these queue.

When you send a statement through SMS or Email, it will script a log line item on the patient claim audit log: