Paper Statement Module in the Billing App
Paper Statement Module in the Billing App
The Paper Statement Module is a powerful feature within the billing application, designed to simplify the creation,
customization, and distribution of paper statements for accounts with outstanding balances. This module allows users to
generate statements, edit account details, and choose between having the service provider handle printing and mailing or
managing the process in-house. Below, we’ll walk you through the key functionalities of this module, leveraging details
from the provided screenshots to illustrate the process.
What is the Paper Statement Module?
The Paper Statement Module enables users to produce paper statements for accounts that are due, offering a seamless way
to communicate billing information to account holders. Whether you’re notifying patients of balances in a dental
practice (as seen in Screenshot 2) or managing collections for an office (Screenshot 1), this module provides
flexibility to tailor statements to your needs. Users can edit financial details, select templates, and decide on
fulfillment options, ensuring an efficient workflow.
Generating Paper Statements
To create a paper statement, follow these steps:
1. Access the Module:
- Launch the billing app and locate the Paper Statements section in the left sidebar, identifiable by a document
icon (Screenshot 1). This section is highlighted when active, as shown with a purple background in the "Office
Philip Rice" interface.
2. Select an Account:
- Use the search bar labeled "Search by Account Name or Identifier" to find the desired account (Screenshot 1).
For example, you might search for "Jessica James" (account identifier 18168).
- Alternatively, review the list of accounts with due balances. Screenshot 1 shows "554 accounts due," providing a
quick overview of outstanding balances.
3. Customize the Statement:
- Click Generate Statement to access the creation screen (Screenshot 2).
- In the Letter Details section, select the account from the "Account" dropdown (Screenshot 2).
- Edit financial fields like Amount Due, Total Outstanding, Insurance Pending, and Patient Portion. In
Screenshot 2, these are all $0.00, but they can be adjusted to reflect actual balances.
- Set the Notice Date and Payment Due Within dates using calendar icons. Screenshot 2 shows both set to
"March 14, 2025," though the "within NaN days of receipt" text indicates a potential error to correct before
finalizing.
- Input the recipient’s address in fields for Address Line One, Address Line Two, City, State, and Zip Code
(Screenshot 2).
4. Edit the Message/Content:
- Customize the statement’s message in the right panel (Screenshot 2). The default text greets the recipient
(e.g., "Hi, Patient Name!") and states the balance (e.g., "$0.00"). You can modify this to include payment
instructions or branding.
- The statement includes a payment guide with steps like scanning a QR code or visiting a website (Screenshot 2).
Ensure these details align with your office’s payment process.
5. Choose a Template:
- Select a template from the Filter by Template dropdown (Screenshot 1). The "Default" template is used for
Jessica James’ statement, but custom options are available for different scenarios.
6. Generate the Statement:
- Review all entries, then click Generate (Screenshot 2). You can also select Download PDF to save a digital copy.
Fulfillment Options
Once the statement is generated, you have two fulfillment choices:
Option 1: Service Provider Fulfillment
- How to Select:
- Choose this option during generation and confirm the recipient’s address (Screenshot 2).
- Process:
- The service provider prints and mails the statement, handling all logistics.
- Tracking:
- The app updates the statement’s status (e.g., "Generated" or "Mailed") and delivery date. Screenshot 0 shows a
"Mailed" date of "March 14, 2025," with a checkmark and a "G" status indicator, while Screenshot 1 lists Jessica
James’ statement as "Not Mailed" yet.
Option 2: Office-Managed Fulfillment
- Process:
- Generate the statement as outlined, then print and mail it using your office’s resources.
- Tracking:
- Manually track delivery and update records. The app marks the statement as "Generated" (Screenshot 1), but
mailing status requires your input.
Tracking and Reporting
Monitor your statements with these tools:
- Statement Status:
- View statuses in the main table (Screenshot 1), such as "Generated" for Jessica James or "Mailed" with a date in
Screenshot 0.
- Filters and Reports:
- Use dropdowns like Filter by Status or Filter by Template to sort statements (Screenshot 1). Generate reports to
analyze statement activity.
- Summary Statistics:
- The dashboard displays metrics like Statements Generated (1), Accounts Due (554), and Statements Mailed (0)
(Screenshot 1), offering a snapshot of your workflow.
Troubleshooting Common Issues
Address these common problems:
- Statements Not Generating:
- Verify all fields (account, financials, address) are filled. A $0.00 balance (Screenshot 2) may block generation
unless overridden.
- Check for system errors or updates via the "Chat with us" button (Screenshots 1 and 2).
- Delivery Delays:
- For service fulfillment, ensure the address is correct. Contact support if delays occur.
- For office-managed mailing, confirm with your postal service.
- Incorrect Information:
- Double-check dates and financials before generating. Fix errors like "within NaN days of receipt" (Screenshot 2)
to avoid confusion.
Conclusion
The Paper Statement Module offers a versatile solution for managing billing communications. Whether you opt for service
provider fulfillment or handle it independently, the module’s customization, generation, and tracking features
streamline the process. By following these steps and leveraging the app’s tools, you can ensure account holders receive
timely, accurate statements, enhancing your office’s billing efficiency.
