Tired of the endless paper chase and the mounting administrative burden of traditional patient billing? Imagine a streamlined, efficient process where statements reach patients instantly, reducing days in A/R and boosting your bottom line. eClinicalWorks offers a robust platform for generating and sending patient statements electronically, saving your practice valuable time and resources. This powerful functionality not only improves efficiency but also enhances patient satisfaction by providing convenient access to billing information. In this guide, we’ll delve into the step-by-step process of sending patient statements in eClinicalWorks, empowering you to optimize your billing workflow and ultimately, enhance your revenue cycle management.
First and foremost, successful statement delivery relies on accurate and up-to-date patient demographics. Therefore, it is crucial to ensure that all patient information, including email addresses and preferred communication methods, is correctly entered into the system. Furthermore, you’ll need to configure your eClinicalWorks settings to enable electronic statement delivery. This involves specifying statement templates, payment options, and other relevant preferences. Additionally, consider customizing your statement messages to reinforce branding and provide clear instructions for payment. For instance, you might include links to online payment portals or details about accepted payment methods. Moreover, remember to establish a clear process for handling returned or undeliverable electronic statements. This might involve verifying email addresses, resending statements, or resorting to traditional mail delivery for specific cases. By proactively addressing these aspects, you can significantly improve the effectiveness of your electronic statement process and minimize potential issues.
Once you’ve configured your settings, generating and sending patient statements becomes a remarkably straightforward process. To begin with, navigate to the appropriate billing module within eClinicalWorks and select the patients for whom you wish to generate statements. Subsequently, choose the desired statement template and review the generated statements for accuracy before sending. At this stage, you can also opt to include any relevant attachments, such as superbills or explanation of benefits. Next, simply click the “send” button, and eClinicalWorks will automatically deliver the statements electronically to the designated recipients. Finally, monitor your statement delivery reports to track successful transmissions and identify any potential delivery failures. By leveraging the automated features of eClinicalWorks, you can drastically reduce the time and effort associated with patient billing, allowing your staff to focus on more critical tasks. Ultimately, mastering the art of sending patient statements in eClinicalWorks empowers your practice to achieve greater financial efficiency and deliver a superior patient experience.
Accessing the Patient Statement Generation Tool
Alright, so you’re ready to send out patient statements in eClinicalWorks. First things first, you’ve got to find the right spot to kick things off. Think of it like finding the right tool in a toolbox – you need the statement generator. Thankfully, eClinicalWorks makes it pretty straightforward. Let me walk you through it.
Start by logging into your eClinicalWorks account. Once you’re in, you’ll see your main dashboard. This is your home base in eClinicalWorks, kind of like the control center. From here, you have a few different paths you can take to reach the statement generation tool, so pick whichever feels most natural to you.
One common way is through the ‘Billing’ tab. You should see this up at the top of your screen, along with other tabs like ‘Patients’ and ‘Scheduling.’ Give ‘Billing’ a click, and a dropdown menu will appear with a bunch of billing-related options. Scan down that list until you find ‘Generate Statements.’ That’s your target! Click it, and you’re in.
Alternatively, some practices like using the search function. eClinicalWorks has a pretty handy search bar, usually located in the upper right-hand corner of your screen. It’s a quick way to find anything you’re looking for. Just type in ‘Generate Statements’ (or even a shortened version like ‘Statements’), and the system will usually give you a direct link to the tool. Click on that link, and you’re there.
Here’s a quick breakdown of those methods in a handy table:
| Method | Steps |
|---|---|
| Using the ‘Billing’ tab | 1. Login to eClinicalWorks. 2. Click the ‘Billing’ tab. 3. Select ‘Generate Statements’ from the dropdown menu. |
| Using the Search Bar | 1. Login to eClinicalWorks. 2. Type ‘Generate Statements’ in the search bar. 3. Click the link to the ‘Generate Statements’ tool. |
Once you’ve successfully navigated to the statement generation tool, you’ll be presented with various options and filters. Don’t get overwhelmed! These are simply ways to customize your statements, and we’ll delve into those details shortly. But for now, pat yourself on the back – you’ve found the right starting point!
Customizing Patient Statements
This is where you add a personal touch. You’ve got the tool open; now it’s time to fine-tune things.
Generating and Sending Statements
Ready to send those statements out? Great! Here’s the final step.
Troubleshooting Common Issues
Sometimes, things don’t go exactly as planned. Here’s a guide to help you out.
Selecting Patients for Statement Delivery
Sending patient statements is a crucial part of managing your practice’s revenue cycle. eClinicalWorks offers a flexible system for generating and sending statements, allowing you to target specific patients based on various criteria. This ensures efficient billing and helps maintain a healthy cash flow.
Filtering Patients by Specific Criteria
eClinicalWorks provides a robust filtering system, allowing you to fine-tune your patient selection for statement delivery. You can create highly specific criteria to target just the right group of patients. Think of it like a search engine for your patient data, allowing you to narrow down your list based on factors relevant to billing.
Using Filters to Refine Your Selection
The filtering options within eClinicalWorks allow you to create precise criteria for patient statement delivery. You can combine multiple filters to pinpoint specific patient groups. For instance, you can filter by:
- Insurance Type: Target patients with a specific insurance carrier, such as Medicare, Medicaid, or a particular commercial plan. This is helpful for managing different billing cycles or focusing on claims requiring immediate attention.
- Balance Due: Filter patients with a balance due exceeding a certain threshold, such as $50 or $100. This allows you to prioritize patients with larger outstanding balances and potentially improve collections.
- Date of Last Payment: Identify patients who haven’t made a payment within a specific timeframe. For example, you could filter for patients who haven’t made a payment in 30, 60, or 90 days. This allows for targeted follow-up and minimizes the risk of overdue accounts.
- Aging Date: Filter based on the age of the outstanding balance, which represents the time elapsed since the date of service. This helps prioritize older debts that require more immediate attention.
- Specific Provider: Select patients associated with a particular provider within your practice. This is helpful for practices with multiple providers who prefer to manage their billing separately.
- Patient Status: Filter patients based on their active/inactive status, allowing you to exclude patients who are no longer receiving services.
By strategically combining these filters, you can create highly customized lists, ensuring that the right statements reach the right patients at the right time. This improves efficiency and minimizes administrative overhead.
| Filter | Description | Example Use Case |
|---|---|---|
| Insurance Type | Selects patients based on their insurance carrier. | Send statements only to patients with a specific commercial plan. |
| Balance Due | Selects patients with a balance exceeding a certain amount. | Send statements to patients with a balance greater than $50. |
| Date of Last Payment | Selects patients based on when they last made a payment. | Target patients who haven’t paid in 60 days. |
Once you have defined your criteria, save the filter settings for future use. This saves time and ensures consistent application of your billing practices. Remember to review and adjust your filter criteria periodically to reflect changes in your practice or billing procedures.
Customizing Statement Content and Appearance
eClinicalWorks offers a good deal of flexibility when it comes to tailoring your patient statements. You can adjust everything from the logo and contact information to the specific wording used for different service charges. This level of customization helps you present a professional and consistent brand image while ensuring clarity for your patients.
Statement Preferences
The Statement Preferences section within eClinicalWorks is your central hub for controlling the overall look and feel of your statements. Here, you can upload your practice’s logo, specify the return address, and choose the default message that appears on each statement. You can also configure options for aging buckets (how long outstanding balances have been due) and choose whether to include detailed service descriptions.
Customizing Message Content
Beyond the standard message area, you can also add custom messages to address specific scenarios. For instance, you might want to include a note about prompt payment discounts or instructions for online bill pay. These targeted messages can help improve patient communication and encourage timely payments.
Customizing Statement Templates with HTML
eClinicalWorks allows for advanced customization of statement templates using HTML and CSS. This feature unlocks a wide range of possibilities for tailoring the appearance and content of your statements to precisely match your branding and communication needs. While this requires a bit more technical know-how, it grants you fine-grained control over every element of the statement. For example, you can adjust fonts, colors, spacing, and the layout of information. You can even incorporate dynamic content that changes based on specific patient data. This flexibility can be invaluable for creating visually appealing and informative statements that reflect your practice’s professional identity.
Here’s a breakdown of how you can leverage HTML and CSS for statement customization:
- Accessing the HTML Editor: Within eClinicalWorks, navigate to the statement template editor. Here, you’ll find an option to switch to HTML view, granting you direct access to the underlying code of the statement template.
- Modifying Existing Elements: You can use standard HTML tags to modify the existing structure and content of the statement. For example, you can adjust font sizes using the <font size="…"> tag, or change text styles with tags like <b> for bold, <i> for italic, and <u> for underline. You can also use CSS to apply more sophisticated styling. For instance, you could create a class for outstanding balances and style it with a specific color to draw attention to overdue payments.
- Adding New Elements: You can introduce entirely new elements to your statements. For instance, you could add a table to present aging buckets more clearly using HTML table tags, or include a promotional message about new services.
Below is an example of how to create a simple table using HTML within your statement template:
| Aging Bucket | Amount Due |
|---|---|
| 0-30 Days | $50.00 |
| 31-60 Days | $25.00 |
Remember to test your changes thoroughly after customizing the HTML or CSS to ensure the statement renders correctly and displays the information accurately. By thoughtfully using HTML and CSS, you can transform your patient statements into effective communication tools that strengthen your practice’s image and improve patient engagement.
Adding Service Descriptions
Detailed service descriptions can significantly reduce patient confusion about charges. Within the statement preferences, you can enable the inclusion of service descriptions. This ensures patients understand exactly what services they were billed for, minimizing inquiries and promoting faster payment.
Previewing Statements Before Sending
Before you send out patient statements from eClinicalWorks, it’s always a good idea to give them a once-over. This helps avoid any confusion or errors down the line and keeps your billing process accurate and efficient. Think of it like proofreading an important email before hitting send. You want to make sure everything looks good and represents your practice professionally.
Why Preview is Important
Previewing statements lets you catch potential problems early on. Maybe a patient’s address is incorrect, or a charge is showing up twice. Catching these errors beforehand saves you time and effort in the long run. Plus, it demonstrates attention to detail to your patients, which builds trust and strengthens your practice’s reputation.
Navigating to the Preview Function
To get to the statement preview area in eClinicalWorks, you’ll first need to be in the Billing module. From there, you’ll usually find an option related to ‘Statements’ or ‘Patient Statements’. Click on that and look for a button or link that says something like ‘Preview’ or ‘Generate Preview’. The exact wording might vary slightly depending on your specific eClinicalWorks version, but the general idea is the same. If you’re having trouble finding it, your eClinicalWorks manual or a quick search within the system’s help section should point you in the right direction.
Understanding the Preview Information
Once you’ve generated a preview, eClinicalWorks displays the statement exactly as it will appear to the patient. Take your time to carefully review all the information. Double-check the patient’s name, address, and account number to ensure accuracy. Carefully review the listed services, dates of service, charges, and payments received. Make sure the balance due is calculated correctly. If the statement includes any aging information (like how long the balance has been outstanding), verify its accuracy as well. This is your last chance to catch any discrepancies before the statement goes out the door (or inbox). Don’t hesitate to run through the numbers yourself or compare them to your internal records. Even small errors can lead to bigger issues down the line.
Below is a table outlining the key areas to focus on when previewing a statement:
| Information | What to Check |
|---|---|
| Patient Demographics | Name, address, date of birth, phone number |
| Account Number | Verify the correct account number is listed. |
| Date of Service | Ensure the service dates are accurate. |
| Service Codes & Descriptions | Check that the codes and descriptions match the services provided. |
| Charges & Payments | Verify that the charges and payments are correct. |
| Balance Due | Double-check the calculation of the balance. |
| Aging Information | If included, ensure the aging periods are accurate. |
By taking the time to preview your patient statements thoroughly, you can ensure accuracy, maintain a professional image, and improve the efficiency of your billing process. Remember, a few minutes of careful review can save you a lot of headaches later on. If you encounter any issues or have questions, don’t hesitate to contact your eClinicalWorks support representative for assistance.
Generating and Downloading Patient Statements
Sending patient statements is a crucial part of managing a healthcare practice’s revenue cycle. eClinicalWorks offers a streamlined process for generating and downloading these statements, making it easy to keep patients informed about their financial responsibilities. This guide walks you through the steps involved.
Generating Patient Statements
First things first, you need to actually create the statements. In eClinicalWorks, you can generate statements for individual patients or in batches for multiple patients. For individual statements, navigate to the patient’s chart and locate the billing section. You’ll find an option to generate a statement there. For batches, head over to the billing module within eClinicalWorks. You can specify criteria like date range, insurance status, or provider to select the appropriate group of patients. Once you’ve defined the criteria, initiate the statement generation process.
Statement Customization
eClinicalWorks allows for some degree of statement customization. You might want to adjust the wording, add a practice logo, or include specific instructions for payment. Check the system settings in the billing module to explore the available customization options. This personalized touch can make statements clearer and more professional.
Downloading Patient Statements
After generating the statements, you have several options for downloading them. You can download them directly to your computer as a PDF file, which is handy for printing and mailing physical copies. eClinicalWorks also offers the capability to export statements in other formats, such as CSV, for further processing or integration with other systems. This flexibility allows you to tailor the download process to your specific workflow.
Different Download Options
The download options within eClinicalWorks provide various ways to manage the generated statements efficiently. You can choose to download individual statements directly from a patient’s chart. This is useful when you need a statement on the spot for a patient who’s requesting it. For batches of statements, you typically download a single file containing all the selected statements. This consolidated file can then be processed for printing or electronic distribution. Let’s take a closer look at the process:
| Download Method | Description |
|---|---|
| Individual Statement | Download a single patient’s statement directly from their chart. |
| Batch Download (PDF) | Download multiple patient statements in a single PDF file. Ideal for printing. |
| Batch Download (CSV) | Download statement data in CSV format for use with other systems. |
Troubleshooting Download Issues
Occasionally, you might encounter some hiccups when downloading statements. Maybe the file doesn’t download, or the format isn’t what you expected. First, double-check your browser settings. Ensure that pop-ups are enabled, as eClinicalWorks sometimes uses pop-up windows for downloads. If that doesn’t work, try clearing your browser’s cache and cookies. If issues persist, reach out to eClinicalWorks support for assistance. They can offer guidance on resolving any technical difficulties you’re facing.
Sending Statements Electronically via Email
Sending patient statements electronically through eClinicalWorks is a convenient and efficient way to manage your billing process. It cuts down on postage costs, reduces paper clutter, and can even speed up payment times. Here’s how you can set it up and send those statements out with ease.
Setting up Email Statement Delivery
Before you can start emailing statements, you need to ensure your eClinicalWorks system and patient records are properly configured. This involves confirming patient email addresses and setting the preferences for electronic delivery. You’ll want to check each patient’s chart to see if an email address is on file and marked as preferred for communication. If not, have your front desk staff proactively collect email addresses during patient check-in or through a patient portal. This can significantly streamline the process and encourage patients to opt for electronic statements.
Verifying Patient Information
Accurate patient information is crucial. Double-check that the email addresses on file are correct to avoid bounced emails and ensure patients receive their statements. You can also encourage patients to update their contact information regularly through your patient portal or by providing updates during their appointments.
Enabling Email Statements
Within eClinicalWorks, you’ll need to activate the electronic statement feature in the billing settings. This usually involves checking a box or selecting an option to allow for email delivery. You might need to consult your eClinicalWorks manual or contact their support team for specific instructions on enabling this function if you’re unsure. This one-time setup is essential for sending statements electronically.
Generating and Sending Statements
Once your system is set up, generating and sending statements is a breeze. eClinicalWorks allows you to select individual patients or generate statements in batches. This flexibility is great for managing your billing workflow efficiently. Whether you’re sending statements at the end of the month or addressing specific patient inquiries, you can tailor the process to your needs.
Selecting Patients for Statement Delivery
You can choose to send statements to all patients with outstanding balances or select specific patients based on various criteria. This can include filtering by insurance provider, date of service, or balance due. This feature allows you to target specific groups of patients for more focused billing efforts.
Reviewing Statements Before Sending
Before clicking that send button, take a moment to review the statements. This helps prevent errors and ensures that the information is accurate. Look over things like patient demographics, dates of service, procedure codes, and payment information. A quick double-check can save you from having to resend corrected statements later.
The Sending Process
| Step | Action |
|---|---|
| 1 | Navigate to the billing section in eClinicalWorks. |
| 2 | Select the “Generate Statements” option. |
| 3 | Choose the desired statement delivery method (email). |
| 4 | Select the patients to receive statements. |
| 5 | Review the generated statements for accuracy. |
| 6 | Click the “Send” button to electronically deliver the statements via email. Verify the successful sending of the emails to prevent any delays in the patient receiving their statement. eClinicalWorks typically provides confirmation messages upon successful delivery. Check these messages or system logs to ensure everything went smoothly. If you encounter any errors, investigate the cause, such as incorrect email addresses or system glitches. Address these promptly to resend the statements successfully. Keep a record of sent statements for reconciliation purposes. This helps you track which patients have received their statements and follow up on outstanding balances effectively. You can also configure eClinicalWorks to automatically send statements on a recurring schedule, like monthly, which further simplifies your billing workflow and reduces manual effort. Remember, providing clear and concise instructions to patients about accessing and managing their electronic statements enhances their experience and encourages timely payments. You can include helpful information directly within the email or on your practice’s website. |
Printing and Mailing Paper Statements
Sending paper statements might seem a bit old-school in today’s digital world, but it’s still a necessary process for many practices using eClinicalWorks. Some patients prefer paper, and sometimes it’s simply the most reliable way to ensure the bill gets paid. Here’s a comprehensive guide to navigating the printing and mailing process within eClinicalWorks.
Generating Statements
Before you can print, you need to generate the statements. In eClinicalWorks, this typically involves specifying a date range for the billing cycle, selecting which patients to include (perhaps those with outstanding balances), and previewing the statements to catch any errors before they go out.
Customizing Statement Content
eClinicalWorks allows for some degree of statement customization. You might want to include specific messaging about payment options or upcoming changes to your billing practices. Take advantage of these options to make your statements clear and informative.
Selecting a Printer
Ensure you have the correct printer selected in eClinicalWorks. This might seem obvious, but it’s an easy mistake to make. Double-check that the printer is online and has enough paper and toner. Consider using pre-printed statement stock for a more professional look.
Printing Options: Single vs. Batch
eClinicalWorks allows you to print statements individually or in batches. Batch printing is usually the most efficient for larger volumes. You can often customize settings like the number of copies or whether to include a summary page. Familiarize yourself with these options to optimize your workflow.
Folding and Inserting into Envelopes
Once printed, you’ll likely need to fold and insert the statements into envelopes. If you’re dealing with a large number of statements, consider a folding and inserting machine to streamline this process. This can save significant time and resources compared to manual processing.
Postage and Mailing
Make sure you have adequate postage. Incorrect postage can lead to returned mail and delays in payment. Consider using a postage meter for larger mailings to simplify the process. Double-check the return address on your envelopes to ensure any returned mail comes back to the correct location.
Troubleshooting Common Issues
Sometimes things go wrong. Here are some common issues and how to resolve them:
Printer Jams: Regularly clean your printer to prevent jams. If a jam occurs, carefully follow the manufacturer’s instructions to clear it. Forcefully removing jammed paper can damage the printer.
Incorrect Patient Information: Double-check patient demographics in eClinicalWorks before generating statements. Inaccurate information can lead to returned mail and frustrated patients. A small error in an address can make a big difference.
Statement Errors: Always preview statements before printing to catch any errors in billing codes, amounts, or patient information. Catching these early prevents the need for reprinting and resending.
Missing Statements: If a statement doesn’t print, check the print queue to see if it’s stuck. Restarting the printer or computer can sometimes resolve this. Also, ensure the correct printer is selected in eClinicalWorks.
| Issue | Solution |
|---|---|
| Printer Jams | Clean the printer regularly, follow manufacturer’s instructions to clear jams. |
| Incorrect Patient Information | Double-check demographics in eClinicalWorks before generating statements. |
| Statement Errors | Preview statements before printing to catch errors in codes, amounts, or information. |
| Missing Statements | Check the print queue, restart printer/computer, ensure correct printer selection. |
Managing Returned or Undelivered Statements
Dealing with returned or undelivered patient statements is a key part of a smooth revenue cycle. It’s frustrating for everyone involved when statements don’t reach their intended recipient. Fortunately, eClinicalWorks offers several tools and strategies to help you manage this process efficiently.
Identifying Returned/Undelivered Statements
eClinicalWorks makes it easy to pinpoint returned or undelivered statements. Look for specific flags or notifications within the system’s billing module. These might include status indicators like “Returned Mail” or “Invalid Address.” You can also generate reports that specifically filter for these undeliverable statements, allowing you to address them in batches.
Reasons for Returns/Non-Delivery
Understanding *why* a statement was returned is the first step to fixing the problem. Common reasons include incorrect addresses (typos, old addresses, etc.), incomplete addresses (missing apartment numbers, for instance), or the patient having moved. Occasionally, an issue with the postal service may be to blame.
Investigating the Issue
Once you’ve identified a returned statement, it’s time to do a little detective work. Start by double-checking the patient’s demographic information in eClinicalWorks. Is everything up-to-date? If not, make the necessary corrections. Sometimes a simple phone call to the patient can quickly clear up any confusion.
Updating Patient Information
If the patient has moved or their information has changed, update their record in eClinicalWorks immediately. This ensures that future communications reach the correct destination. Be sure to verify the new information with the patient directly whenever possible to confirm its accuracy.
Resending Statements
After correcting the patient’s information, you can resend the statement. eClinicalWorks allows you to easily regenerate and resend statements electronically or via traditional mail. If you’re resending by mail, consider adding a note asking the patient to confirm their address for future correspondence.
Alternative Contact Methods
If mail repeatedly fails to reach the patient, consider exploring alternative contact methods. Does the patient have an email address or phone number on file? eClinicalWorks can facilitate sending statements electronically or even via text message (with the patient’s consent, of course). These methods are often faster and more reliable than traditional mail.
Documenting Your Actions
Meticulous documentation is crucial. Every time you update a patient’s information, resend a statement, or attempt an alternative contact method, make a note of it within the patient’s record in eClinicalWorks. This creates a clear audit trail and helps prevent confusion down the line if multiple staff members are involved in the process.
Best Practices for Preventing Returned Statements
Proactive measures can significantly reduce the number of returned statements. Here’s a table summarizing some best practices:
| Practice | Description |
|---|---|
| Verify Patient Demographics at Each Visit | Ask patients to confirm their address and contact information at every appointment, even if it seems unchanged. |
| Utilize Online Patient Portals | Encourage patients to use online portals for managing their information and accessing statements electronically. This reduces reliance on mailed statements. |
| Regular Data Cleanup | Periodically review patient demographics for accuracy and completeness. Implement a system for identifying and correcting outdated or incomplete information. |
| Standardize Address Entry | Implement a standardized format for entering addresses to minimize errors. For example, always use uppercase for state abbreviations. |
| Train Staff on Best Practices | Ensure all staff members who handle patient information are trained on proper data entry and verification procedures. |
By following these best practices and utilizing the tools within eClinicalWorks, you can streamline the management of returned statements, improve communication with patients, and optimize your revenue cycle management.
Tracking and Reporting on Statement Activity
Keeping tabs on your sent statements is key to managing your revenue cycle effectively. eClinicalWorks offers several tools to help you track and report on statement activity, giving you insights into which statements have been sent, viewed, and paid. This lets you follow up on outstanding balances efficiently and identify any potential bottlenecks in your billing process.
Using the Statement History Report
The Statement History Report in eClinicalWorks is your go-to resource for a comprehensive overview of all generated statements. It provides a detailed log of each statement, including the date it was created, the patient it was sent to, the statement amount, and its current status (e.g., sent, viewed, paid). This information can be invaluable in identifying trends and resolving payment discrepancies.
Navigating to the Report
To access the Statement History Report, navigate to the ‘Billing’ tab in eClinicalWorks, then select ‘Reports’ and finally, ‘Statement History’. You can customize the report by specifying date ranges, patient demographics, or statement status. This allows you to zero in on specific information, like all outstanding statements from the last month, or all statements viewed by patients within a specific date range. This flexibility allows for granular analysis of your billing performance.
Understanding the Data
The Statement History Report presents data in a clear, organized manner. Each row represents a single statement, and columns display key details like the patient’s name, statement date, amount due, and status. You can sort the data by any of these columns, making it easy to identify, for instance, patients with the highest outstanding balances or statements that have been outstanding the longest.
Interpreting Statement Status
Understanding the different statement statuses is crucial for effective follow-up. Here’s a breakdown of the common statuses you’ll encounter:
| Statement Status | Description |
|---|---|
| Created | The statement has been generated but not yet sent. |
| Sent | The statement has been electronically delivered or mailed to the patient. |
| Viewed | The patient has accessed and viewed the electronic statement. |
| Paid | The patient has made a payment towards the statement balance. |
| Voided | The statement has been cancelled and is no longer valid. |
Leveraging the Patient Portal for Statement Tracking
eClinicalWorks’ Patient Portal empowers patients to access their statements electronically. This not only reduces printing and mailing costs but also provides patients with convenient, 24/7 access to their billing information. When a patient views their statement through the portal, the status is updated in the Statement History Report, providing you with real-time feedback. Encourage your patients to utilize the portal; it’s a win-win for both your practice and their convenience. You can monitor portal usage metrics to gauge patient engagement and identify opportunities to promote portal adoption further.
Through the portal, patients can also make payments directly, simplifying the payment process and potentially accelerating your revenue cycle. The portal offers a secure platform for online transactions, providing patients with peace of mind. You can track online payment activity through the portal and reconcile it with your accounting system.
Beyond statement access and payments, the Patient Portal offers numerous benefits, including appointment scheduling, medication refill requests, and secure messaging with your practice. Promoting portal usage can significantly improve patient engagement and streamline communication, ultimately contributing to a more efficient practice workflow.
Sending Patient Statements in eClinicalWorks: Best Practices
Efficient and accurate patient billing is crucial for the financial health of any healthcare practice. eClinicalWorks offers robust tools for generating and sending patient statements, but maximizing their effectiveness requires a strategic approach. This involves understanding the various options available within the system, customizing statement content for clarity, and implementing procedures to ensure timely delivery and follow-up. By leveraging eClinicalWorks’ functionalities and adhering to best practices, practices can streamline their billing process, improve patient communication, and optimize revenue cycle management.
Key considerations include choosing the appropriate statement delivery method (print, email, or patient portal), configuring statement templates to reflect practice branding and include essential information, and establishing a clear process for managing returned mail and handling patient inquiries. Integrating automated payment reminders and offering online payment options can further enhance efficiency and patient satisfaction.
Regularly reviewing and updating statement settings, as well as training staff on the proper use of eClinicalWorks’ billing features, will ensure consistent and accurate statement generation and delivery. This proactive approach contributes to a positive patient experience while promoting timely payment and minimizing outstanding balances.
Frequently Asked Questions about Sending Patient Statements in eClinicalWorks
General Inquiries
How do I generate patient statements in eClinicalWorks?
To generate patient statements in eClinicalWorks, navigate to the Billing module and select the “Statements” option. From there, you can choose the desired statement type (e.g., standard, balance forward) and specify the criteria for patient selection (e.g., date range, insurance type). eClinicalWorks allows for customization of statement templates, enabling you to tailor the content and appearance to your practice’s needs.
Can I send statements electronically through eClinicalWorks?
Yes, eClinicalWorks supports electronic statement delivery via email and through the patient portal. This method offers significant advantages in terms of cost savings, reduced processing time, and improved patient convenience. Ensure that patient email addresses are accurately recorded in the system and that patients have opted in to receive electronic communications.
How can I customize the appearance of patient statements?
eClinicalWorks provides options for customizing statement templates. You can modify the layout, add your practice logo, adjust font styles, and include specific messaging to patients. Consult the eClinicalWorks user manual or contact support for detailed instructions on customizing statement templates.
Troubleshooting and Advanced Features
What should I do if a patient statement is returned as undeliverable?
If a patient statement is returned as undeliverable, verify the patient’s address and contact information in eClinicalWorks. Attempt to contact the patient directly to obtain the correct address or explore alternative delivery methods, such as sending the statement to a guarantor or utilizing the patient portal.
Can I automate the sending of patient statements?
Yes, eClinicalWorks allows for the automation of statement generation and delivery. You can schedule statements to be created and sent at regular intervals (e.g., monthly) based on predefined criteria. This automation feature significantly reduces manual effort and ensures timely billing.
How can I track patient statement delivery and payment status?
eClinicalWorks provides reporting tools to track statement delivery and payment status. You can generate reports to view which statements have been sent, opened (for electronic statements), and paid. This information can be used to identify outstanding balances and follow up with patients accordingly.