The Statement Page
One statement as the patient will receive it, beside what the ledger says now, what is holding it, and the one thing that can change after it is generated. Statements is where you find it.
Who Can See It
Section titled “Who Can See It”User, when the client is licensed for statements. Void Statement also needs Manager or Administrator; without one, it is missing.
The Header
Section titled “The Header”The page opens with the statement number, its status badge and, after a check found errors or warnings, a findings count that opens Findings. One line gives the patient, MRN, stage and amount due, with Void Statement on the right. The Document tab opens first.
The Document
Section titled “The Document”On the Document tab the Statement card frames the statement exactly as it prints, one Letter page at a time, with the same margins the PDF has. The card header carries Fit and 100% zoom, Print and Download PDF. The preview and the PDF come from the same render, so what you see is what the patient gets.
Each line names the service in plain words where it can, such as Office visit, with its code. A smaller line beneath says why the patient owes it, such as $40.00 deductible, $10.00 coinsurance, or Covered by and the payer when insurance paid it in full. Each visit heading names the payer that paid the claim, even when it was not the one billed.
| On the document | What it shows |
|---|---|
| Service lines | Insurance paid, adjustments and the patient’s share follow the payer’s line-level answer on a statement generated now, so they match the EOB |
| Account charges | Open account charges on no claim, as their own group. They count toward the amount due and age from the day they posted |
| Credit on account | Money the patient paid that the office has not applied yet, below the amount due. It is not counted under payments received |
| Reminder notice | The previous statement’s due date |
A line above the document names the template and version it prints from; an Administrator words templates on Document Templates. With no active statement template, generating a statement is refused: ask an Administrator to activate the default statement template. Once a batch sends the statement, the document is the paper that was mailed and never changes: no template, record or release change alters its view, PDF or reprint. Only a VOID watermark can appear on it later.
A held statement has no document. In its place the canvas says held statements do not print, and points you at Statement Review. A void statement still renders, watermarked, with a line saying when it was voided and by whom, kept for the audit trail.
Summary
Section titled “Summary”| Field | What it shows |
|---|---|
| Amount Due | What the statement asks for, fixed when it was generated |
| Balance as Of | The date that amount was read from the ledger |
| Current Balance | What the ledger says now |
| Due | 21 days after the statement date |
The stage, as 1 to 4 of 4, and the status are in the header.
When the two balances differ, a notice says so, such as The balance fell by $20.00 since this statement was generated. or The balance rose by. The
statement is not corrected: the next check, or the next batch, holds it with a
balance hold that says to void it.
The card appears only while something holds the statement. Its header counts what is open, and each row carries a severity icon (hover it for the code), the field it concerns where there is one, and the reason. An error blocks release. A warning does not, except Deceased and Payment plan: those hold the statement until a reviewer releases it, and the release acknowledges them.
| Hold | Severity | Why, and where the fix lives |
|---|---|---|
| Address incomplete | Error | The bill-to lacks a name, street, city, state or ZIP. Fix it in Bill To |
| Balance changed | Error | The account now owes a different amount, for example Void and regenerate - it asks $120.00, the account owes $80.00. Void it and generate a new statement |
| Settled since | Error | The account now owes nothing: Void this statement - it asks $120.00, the account owes nothing. |
| Minor without a guarantor | Error | Set a guarantor on the patient, then release - a minor can't be billed directly. Fix it on the patient’s Guarantor card |
| QMB | Error | A QMB restriction on the patient forbids collecting cost-sharing |
| Do not bill | Error | The account is flagged do-not-bill |
| Bankruptcy | Error | An automatic stay protects the patient |
| Unrecognised restriction | Error | A billing restriction ClaimPod has not learned yet. It holds rather than bills |
| Deceased | Warning | Confirm who to bill; the estate may be liable. Holds the statement until a reviewer releases it |
| Payment plan | Warning | The account is on an agreed schedule; check it before billing. Holds the statement until a reviewer releases it |
| Payer still adjudicating | Error | A claim on the statement is still with the payer. Billing now may mean refunding the patient |
| Open claim resolution | Warning | A claim on the statement has an open resolution that may change what is owed |
| Stage behind account age | Warning | The notice is behind the account’s age. Check the cycle history before sending |
| Collections clock not started | Error | A final notice for a patient whose collections clock has not started. The reason names the batch to mark mailed on Statement Batches, or, when the earlier statement never went out, says to send it in a batch and mark that batch mailed. The hold clears on its own |
The restriction holds come from a billing restriction recorded against the patient, and each carries a Manage restrictions link to the patient’s Billing Restrictions card, where the restriction is confirmed or ended; a re-check after ending it clears the hold. Payer still adjudicating, Open claim resolution and Stage behind account age are client rules at the statement generated trigger, which an Administrator can adjust on Rules or add to.
Bill To
Section titled “Bill To”The one block of a statement that can change after it is generated, until it is sent. A wrong address makes the document useless; everything else stays frozen so it reconciles against a payment.
The card’s fields are edited in place: Name, Address Line 1, Address Line 2, City, State and Zip Code. Change one and a bar appears at the foot of the page with Save Changes and Cancel, and each changed field offers to reset to its original value. All but Address Line 2 are required: saving with one empty says the envelope cannot be delivered without it. A ZIP must be 5 or 9 digits, and a state must be a valid two-letter code. Saving re-runs the check, so an address hold clears on its own, and the card then records who edited the bill-to and when.
| Situation | What the card does |
|---|---|
| The patient has no address on file and no guarantor | Also update the patient record appears under the fields, ticked. Saving copies the address to the patient too, so the next statement is not held for it. It never changes the patient’s name or an address already on file |
| The patient has a guarantor | A line above the fields names them, such as From the guarantor: with their name and relationship, and links to the guarantor’s chart when they are a patient. The box under the fields always appears, reading Also update with the guarantor’s record or the guarantor on the patient’s chart, and overwrites the guarantor’s address. Saving with it ticked says Bill-to and guarantor address updated |
| Nobody has edited the bill-to and no batch has claimed it | The bill-to follows the patient’s or guarantor’s current address each time the statement is checked, and a change to the patient checks it again |
A Sent or Void statement’s bill-to is read-only, and shows No address on file
when it has none; a Sent one says it is the paper that was mailed. To bill a different address, void it and generate a new statement.
While a batch is sending it, the bill-to and a void wait for the batch.
Cycle History
Section titled “Cycle History”| Field | What it shows |
|---|---|
| First Statement | The mailing date recorded on the first statement batch that carried this patient. The collections clock runs from it, and it stays empty until a batch is marked mailed |
| Collections Eligible | The earliest date extraordinary collection action may begin: 120 days after the first statement, or 30 days after this notice, whichever is later. Computed, never typed |
Findings
Section titled “Findings”The Findings tab lists everything the last check produced, errors first. Each row carries the message, the field it concerns, and any client rule that authored it. A line under the list says when the check ran, even when it found nothing.
Actions
Section titled “Actions”Most actions are missing, not greyed, on a statement in the wrong state. Void Statement sits in the header; the document actions on the canvas toolbar.
| Action | What it does | When it is offered | When it is offered but greyed |
|---|---|---|---|
| Prints from the preview | Any statement that is not Held or Void | Until the preview has rendered | |
| Download PDF | Downloads the statement as a PDF | Any statement that is not Held | - |
| Save Changes | Saves the bill-to and re-runs the check. Refused, with the field marked, while a required field is empty or the state or ZIP is not valid, and refused while a batch is still sending the statement | Once a bill-to field has changed, in the bar at the foot of the page. Cancel beside it asks Discard Changes? | While saving |
| Void Statement | Withdraws the statement, after confirming. Refused while a batch is still sending the statement | Any statement that is not Void, except while a bill-to edit is unsaved. Missing without Manager or Administrator | - |
| Retry | Retries the render | When the preview failed | - |
| Manage restrictions | Opens the patient’s Billing Restrictions card | On a restriction hold in the Holds card | - |
If someone else changed the statement after you opened it, Reload takes the place of Save Changes and discards your bill-to edit; see A Save Was Refused.
Void Statement asks to confirm, naming the statement number. Voiding keeps the statement for the audit trail but takes it out of the cycle, and the balance stays on the account. It also clears the holds and closes the statement’s review item.
States
Section titled “States”- Held - the canvas says held statements do not print and offers Open in Statement Review, which opens the queue at this statement’s item. Print and Download PDF are absent.
- No findings on the Findings tab when the last check was clean.
- Sent - the document is the stored copy of what was mailed, and the Bill To card is read-only.
- Void - the document carries a VOID watermark and a line naming who voided it and when. Print and Void Statement are gone, and the Bill To card is read-only.
- A balance notice - the balance fell or rose since the statement was generated.
- This statement couldn’t be rendered - the data is intact. Retry re-renders; report it if it keeps failing.
- This statement isn’t in [client] if you follow a link scoped to another client, with a button back to Patients.
- Blocked - without the statements module the screen is not in the sidebar, and a saved link to it says the module is not part of your plan.
Related: Statements · Statement Batches · The Queue Processor · Bill Patients for What They Owe · Patients · Rules