Document Templates

Every document ClaimPod prints - a patient statement, a CMS-1500 claim form - is made from a template. A template holds the wording your practice uses, the logo at the top, and the small choices each field allows. The layout is fixed: you decide what a field says, not where it sits. Templates are the Document Templates tab of Data Mapping in the sidebar.

Who Can See It

Administrator only, for the kinds the client is licensed for: statements bring Patient Statements, claims bring CMS-1500 Claim Forms. Templates are configured against example data, never a real patient.

The Library

One table lists every template, by kind, then the kind’s default, then name. Add Filter narrows it to one kind, and appears only when more than one kind is licensed. Every kind ships with ClaimPod Standard, the default until you pick another.

Column	What it shows
Name	The template, with a chip saying where it stands against ClaimPod’s own: Library while untouched, Modified once you have changed it, Update Available when ClaimPod released a newer standard, Retired when ClaimPod no longer ships it
Kind	The kind’s name, such as Patient Statement or CMS-1500 Claim Form (02/12)
Version	The version printing now
Status	Draft, Active or Superseded
Default	Whether its kind falls back to it. Each kind has exactly one
Used By	How many records pin it. Hovering names them: insurance plans for a claim form, billing profiles for a statement
Updated	When it last changed

Patient Statements

Every label, heading and format on the statement is yours to word. The layout and the tone of each stage’s notice stay ClaimPod’s. Its example picker offers First statement, Final notice and Bill-to differs from patient.

Group	Field	What you can change
Masthead	Title	The document’s name, STATEMENT as shipped
Masthead	Statement Details	The Statement #, Statement date, Due date and Account # labels, and the date format: 09/24/2026 (MM/DD/YYYY) or Sep 24, 2026 (Mon D, YYYY). The format applies to every date the statement prints, dates inside wording included
Bill-To	Bill-To Address	The Bill to heading, and the Patient: label that prints before the patient’s name when someone else is billed
Bill-To	Questions Line	Its heading and wording
Summary	Balance Summary	The six row labels (previous balance, payments received, new patient responsibility, adjustments, amount due, and credit on account, which prints below the amount due when the patient holds money the office has not applied yet) and how a credit prints: ($40.00) or -$40.00
Summary	Aging	The five bucket labels, Current to 120+
Detail	Line Items	The seven column headers, the Self-pay label for a visit no insurance was billed for, the visit header, which can use {serviceDate}, {payer} and {claimNumber} (a denied visit adds why it was not covered), and the Account Charges heading over charges on the patient’s account that no claim carries, such as a missed-appointment fee
Notice	Statement, Reminder, Second and Final Notice	The wording for each stage. {previousDueDate} is the due date of the statement before this one, which the Reminder names as when payment was due; the clause drops on a first notice
Pay Stub	How to Pay	Its heading and wording
Pay Stub	Stub Details	The Account #, Statement # and Amount due labels on the tear-off stub
Footer	Financial Assistance	The wording
Page Margins	Page Header, Page Footer	Left and right wording in the top and bottom margin of every PDF page, using {practiceName}, {accountNumber} and {statementNumber}; the footer adds {page} and {pages}

The statement number, due date, amount due and credit on account labels can never be blank, nor can the financial-assistance wording, which 501(r) requires on every billing statement. Rewording a template changes statements made afterwards, never one already sent.

CMS-1500 Claim Forms

The layout is the NUCC 02/12 form and never changes; a template decides the handful of choices payers disagree on. Its example picker offers Office visit · 2 lines, Injection with NDC · 8 lines and Auto accident · other coverage.

Box	Option	Choices
Carrier	Print Payer Address	On or off. Most payers want the address in the window; some pre-address their forms
11	Print When	When present or Always (NONE when empty). Medicare wants NONE when there is no other insurance
14, 15, 16, 18, 24A	Date Format	8-digit (MM DD YYYY) or 6-digit (MM DD YY)
19	Source	Claim · Narrative or Fixed text, with a Text box for the fixed wording
31	Signature Text	What prints in place of a wet signature
32	Print When	Always, Only when different from Box 33 or Never
33	Print Phone	Whether the billing phone prints in the top right of the box
24A	Single-day services	Repeat From date or Leave blank in the To column
24J	Print Taxonomy	Whether ZZ and the rendering taxonomy print in the shaded half

Actions

Action	What it does	When it is offered
New Template	Opens Create Statement Template or Create CMS-1500 Template, which starts a template from the ClaimPod standard or as a copy of one you already have. When more than one kind is licensed, the dialog has a Kind field, set to the kind the table is filtered to	Always
Open	Opens the template in the configurator	Always
Open Draft	Opens the draft in progress instead of the active version	While a draft exists
Duplicate	Copies the template, wording and all, under a new name	Always
Rename	Changes the name only. Nothing about what prints changes. If someone else changed the template after you opened it, the rename is refused with a notice above the form, and Reload refills it (A Save Was Refused)	Always
Set as Default	Makes this the template its kind uses when nothing else is chosen	When the template has an active version
Delete	Removes the template. Documents already printed keep the version that made them	Not offered on the default. Greyed while records pin it, saying, for example, “Unpin it from 2 insurance plans first.” for a claim form, or billing profiles for a statement

Delete asks “Delete Template ‘{name}’?” and removes nothing until you confirm with Delete.

The Configurator

Three panes: the fields, the document, the inspector. Below 1280 px they fold - a Fields toggle opens the list, and the inspector opens as a side sheet.

The document is rendered from the example the picker names. Click any highlighted part to select that field. Show Fields outlines every field region, and Values / Field Names swaps the example values for names.

The header’s menu holds Version History, Rename, Duplicate, Set as Default and Delete. Cancel on a changed template asks Discard Changes? first. If someone else saved the template after you opened it, the save is refused and the save bar offers Reload, which drops your unsaved work and loads what is stored (A Save Was Refused).

The Inspector

Source - where the value comes from, with a choice where the field offers one.

Options - what you can change. Wording fields take text, with a character limit shown as you type. Some fields accept an image, such as the logo. A field you have changed is marked Edited, and Reset to Default puts the standard’s value back.

How It’s Filled - the steps applied before the value prints and what each produced, including where a value too long for its space was cut.

Wording and Merge Fields

Wording can name a value in curly braces, such as {practiceName}. The values this document offers sit as chips under the wording box; anything else is reported as unknown before you save.

Square brackets guard a part of a sentence. [Call {practicePhone}.] prints only when the practice has a phone number, so a blank value never leaves a sentence half-written.

Versions

A template’s active version is what prints. It is never edited in place.

1. Change anything on an active template and ClaimPod starts a Draft. The active version keeps printing.
2. Keep editing the draft as long as you like. Save Changes stores it.
3. Activate promotes the draft - Save & Activate when there is unsaved work - and the old version reads Superseded. Documents made from now on use it; documents already made keep the version that made them.

Version History lists every version with who edited and activated it. Restore as Draft brings an old version back as the draft, which never disturbs what is printing; with a draft already there it asks Replace Draft first.

Updates From ClaimPod

When ClaimPod improves a standard template, the template says an update is available and what changed.

Action	What it does
Review Update	Opens Review Library Update: What Changed carries ClaimPod’s note, a table shows each field as it reads in the library version yours was based on, in the new library version, in Yours and In the new draft, and Couldn’t Carry Over lists any edit the new version has no place for
Create Draft	Takes the update as a draft, with your saved edits re-applied, to review and activate yourself. With a draft already there it asks Replace Draft first
Keep Mine	Keeps your wording and stops offering this release

Nothing is ever applied for you.

Choosing a Template

A kind’s default is used unless a record points somewhere else. The default billing profile pins the statement template - only that profile’s choice counts

• and an insurance plan pins the CMS-1500 template its claims print with. The pin is offered where the choice belongs, not on this screen.

States

• Empty - a kind with nothing in it reads “No templates yet - start one from the ClaimPod standard.”
• Unlicensed - with neither statements nor claims licensed the screen reads “This client isn’t licensed for any printed documents.”
• Read-only - an older version opened from the history shows its wording without editable options. Restore it as a draft to change anything.
• Not an Administrator - the screen is not offered. Templates decide what every patient and payer reads, so only an Administrator can change one.

Related: The Statement Page · Billing Profiles · Insurance Plans