Batch Actions

Assign for Statement Processing

Assign for Statement Processing will allow you to change the status of charges that are set at Pending Patient to Due Patient at a batch level to allow for future statement processing. 

Before using this option Statements should be configured within the Statements section.

  1. Select Patient > A/R Control.

  2. Enter your Search Criteria or Load a Search Filter.

  3. Click the Charge Status drop-down menu and select Pending Patient

    Pending Patient is the only charge status that can be Assigned for Statement Processing.

  1. Click.

  2. The search results will display patients who match your search terms.

  3. Place a checkmark next to the patient(s) you want to include in a specific batch action. 

  4. Click and select Assign for Statement Processing from the drop-down menu.

  5. A confirmation will appear asking "Are you sure you want to change the status of all the selected patients charges currently at PENDING PATIENT to DUE PATIENT and allow the selected charges to process for future statements?"

  6. Click Submit Batch.

    Future statements will process only if you utilize statement automation through CollaborateMD or if you manually print and mail statements in the office.

Assign for FDN

Assign for FDN (Final Demand Notice) is a final courtesy statement that notifies patients that their account is past due and the steps that may be taken to collect the unpaid balance. Selecting this will process FDNs for charges that are set at Balance Due Patient

Before using this option FDN’s should be configured within the Statements section.

  1. Select Patient > A/R Control.

  2. Enter your Search Criteria or Load a Search Filter.

  3. Click the Charge Status drop-down menu and select Due Patient.

    Due Patient is the only charge status that can be Assigned for FDN Statement Processing.

  1. Click.
  2. The search results page will display patients who match your search terms.

  3. Place a checkmark next to the patient(s) you want to include in a specific batch action.

  4. Click and select Assign for FDN.

  5. A confirmation will appear asking "Are you sure you want to include the selected patients in the batch for Final Demand Notification? This will affect selected charges currently at DUE PATIENT."

  6. Click Submit Batch.

  7. Once the patients accounts are flagged to Send a Final Demand Notice, one of the following actions will occur:

    1. You can manually print the FDN's on a batch level from the Statement Batch Print screen.

    2. If you've previously Enabled FDN processing, the next time statements are generated the FDN will be printed and mailed to the patient.

Assign to Collections

Assign to Collections will change the status of charges that are set at Balance Due Patient to Collections and sets the Collection Date . 

Important Notes:

  • It is recommended that in the Patient section of the program, the patient's Account Type is set to Collection and a Collection Date is entered under Billing Info > Collection Options in order to efficiently use the collection features within the application. 
  • Charges that are set to Pending Patient or Paid will NOT be changed to Collections. 
  • In order to set charges that are set to Pending Patient or Paid to Collections you must first change the status of these charges to Due Patient using the Assign for Statement Processing control. 

Follow the steps below to assign to collections: 

  1. Select Patient > A/R Control.

  2. Enter your Search Criteria or Load a Search Filter.

  3. Click the Charge Status drop-down menu and select Due Patient.

    Due Patient is the only charge status that can be Assigned to Collections.

  1. Click.
  2. The search results page will display patients who match your search terms. 

  3. Place a checkmark next to the patient(s) you want to include in a specific batch action.

  4. Click and select Assign to Collections.

  5. A confirmation will appear asking "Are you sure you want to change the status of all the selected patient charges currently at DUE PATIENT to COLLECTIONS?"

  6. Click Submit Batch.

Assign to Pending Patient

Assign to Pending Patient will allow you to change the status of charges that are set at Balance Due Patient to Pending Patient at a batch level to prevent future statements from being processed. 

Charges must be set to Balance Due Patient in order for automated statements to generate. 

  1. Select Patient > A/R Control.

  2. Enter your Search Criteria or Load a Search Filter.

  3. Click the Charge Status drop-down menu and select Due Patient.

    Due Patient is the only charge status that can be assigned for Pending Patient.

  1. Click.
  2. The search results page will display patients who match your search terms. 

  3. Place a checkmark next to the patient(s) you want to include in a specific batch action.

  4. Click and select Assign to Pending Patient.

  5. A confirmation will appear asking "Are you sure you want to change the status of all the selected patients charges currently at DUE PATIENT to PENDING PATIENT?. This will stop the selected charges from processing future statements."

  6. Click Submit Batch.

Write-off Remaining Balance

Assign to Write-Off will write off the remaining balance of a selected charge(s) that is set at Due Patient or Collections

Who can use this feature?

Users with the Debit/Credit permission can apply credit codes in the A/R screen.

  1. Select Patient > A/R Control.

  2. Enter your Search Criteria or Load a Search Filter.

  3. Click the Charge Status drop-down menu and select Due Patient, Collections, At Insurance or Paid.

    Due Patient, Collections, At Insurance or Paid are the only charge statuses that can be written off on a batch level.

  1. Click.
  2. The search results page will display patients who match your search terms.

  3. Place a checkmark next to the patient(s) you want to include in a specific batch action.

  4. Click and select Write-Off Charges.

  5. Click the Apply On Charges drop down menu to select which charges you would like to write off. 

    You can choose from different charge levels when the Charge Status is left blank. Otherwise, you can only select the charge status you searched for.

  6.  Select the Write-off adjustment code that is appropriate to the write off your completing. 

  7. Optional: Edit the Write-off memo line field  to reflect on the patient's activity.

  8. Click Submit.

  9. A confirmation will appear asking: "Are you sure you want to write-off all selected charges currently at DUE PATIENT with an adjustment code of (  ) for the selected patients?"

  10. Click Submit Batch.

Debit Account

A Debit Account Batch Action is a convenient way to add fees or surcharges to multiple patients at a group level.

For example; this option can be used to add a late fee to patients that have outstanding balances that are over 60 days old. Using the Debit Account option, you can easily apply the late fee to a group of patients that meet the specified criteria at once.

Who can use this feature?

Users with the Debit/Credit permission can apply debit codes with in the A/R screen.

  1. Select Patient > A/R Control.

  2. Enter your Search Criteria or Load a Search Filter.

  3. Click the Charge Status drop-down menu and select your status and filters.

  4. Click.
  5. The search results page will display patients who match your search terms.

  6. Place a checkmark next to the patient(s) you want to include in a specific batch action.

  7. Click and select Debit Account.

  8. Select the Debit Code using the search field. 

  9. Enter the debit amount.

  10. Select the Provider using the search field.
  11. Optional: Populate the Received Date field for the debit. 

  12. Optional: Choose an Office Location from the drop-down menu.

  13. Click Done.