Generating Patient Billing Statements

If you need to generate billing statements for patients who owe a balance to your practice, Practice Mate’s accounting feature offers a streamlined way to do so—either for individual patients or in bulk.

Before We Begin

Before you generate statements, keep the following in mind:

• Statements are created based on the information found in Patient Visits.

• The Visit must have a balance owed in order to appear on a statement.

• The Visit Status must be marked as Patient Responsibility.

• You can mark a balance as Patient Responsibility by checking the "Complete" box on the Apply Payments screen.

Steps to Generate Billing Statements

1. Log into Practice Mate and Access Manage Billing Statements  

• Click Accounting in the top menu.

• Hover over Reports and select Manage Billing Statements from the drop-down menu.

2. Set Up Statement Appearance

Click Billing Options in the Manage Billing Statements menu to customize your statement layout. Available options include:  

• Default Billing Statement Form: Choose from 13 different formats.  

• Default Billing Statement Format By: Select a Statement Header (configured under Company Information or Offices in Manage Office).

• Next Billing Date: Auto-suggested based on Re-Cycling Days.

• Re-Cycling Days: Suggests how often statements are generated.

• Billing Statement Comments: Add reusable comments to display on statements.

3. Generate Billing Statements

Click Generate Billing Statements in the top menu. Complete the necessary fields:

• Billing Statement Type: Choose Individual or Combined (Combined can take up to an hour to generate).

• Visit Date: Select a day, month, or date range to pull eligible visits.

• Patient ID: Use the ellipsis (...) to search for a specific patient. Leave blank to include all.

• Visit ID (Optional): Selecting a Visit ID will override Patient ID and Date Range.

• Minimum Balance Due: Only include statements with balances equal to or above this value. Enter a negative amount to include credit balances.

• Billing Statement Comments: Type a new comment or use the ellipsis (...) to select from your saved list.

Once complete, click Generate. A message will appear in the bottom left showing how many statements were successfully created.

Viewing and Printing Billing Statements

1. View Statements

• From the top menu, click Billing Statement List.

• Click the View icon to view the statement.

• This will change the Status of the statement to Viewed/Printed.

• By default, the list shows statements with the status “New.”

• Use the Status drop-down in the Display Filter section to view other statuses.

2. Print Statements

• Use the checkboxes next to each statement to select multiple.

• Hover over Select Actions (upper-right) and click Print.

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