How Andre Processes Statements in Eaglesoft
How often are you running statements?
What are your statement preferences?
What are your Statement Messages?
What are you doing when someone doesn’t pay a statement?
OK, let’s start with How often are you running statements?
Right answer: Everyday! Yep. You should run your statements EVERYDAY!!!! OK. Let’s check your preferences and see why I would suggest such a “crazy” thing.
IF you have Eaglesoft set to send to “Accounts that have not had a statement in the last 28 days” then you have that part set the way I would.
Next,
IF you have account with balances greater than or equal to (whatever you want here); unchecked for “Accounts with 100% estimated insurance” and the other two boxes checked we’re still good for this discussion.
Click Next.
IF you have Eaglesoft set to send to “Accounts that have not had a statement in the last 28 days” then you have that part set the way I would.
Make sure the box is checked to send statements to “Accounts with estimated Insurance”. IF someone has not paid their portion of treatment (example: Filling $100. Ins will cover $80. Co-pay $20). They get a statement if they did not pay at time-of-service. NOW... this is dependent on good strong benefits setup and estimation.
Setting the Due Date to “00/00/00” will make it “Due Now”.
Next,
You should include item details since the last statement
And you should have Statement Messages set for each of the categories over 30, 60 and 90 days.
The default message is something you should consider changing each month like “It’s spring have you scheduled the family check-ups yes?”
Here are some statement Message options (there is a 150-character limit in eStatements and 18-character limit on in-office printed statements):
Current:
Please send the “Balance Due” listed ASAP. Clearing your balance helps to keep the cost of treatment down. For Credit Card payments, please call. (148 characters)
30-59 Days:
Your “Balance Due” is over 30 days old. Please send the “Balance Due” ASAP to avoid any billing fees. For Credit Card payments, please call. (141 characters)
60-89 Days:
The BALANCE DUE has been reviewed and is PAST DUE. Please send the Balance ASAP to avoid any billing fees. For Credit Card payments, please call. (148 characters)
90+ Days:
Our accountants asked us to refer out this account for collection. Please send the Balance to avoid this. For Credit Card payments, please call. (146 characters)
Click Next
You can also get to Messages from List>General Setup>Message
I would also choose the Enhanced Statement (Plain Paper) if you will be printing the statements In-office.
As far as billing charges and finance charges are concern – You cannot charge these UNLESS you have included them in the patient signed documents (Financial Policy).
Now, the question is… why send statements every day?
Scenario: Patient comes in June 1st services of $100 are done and Eaglesoft estimates 100%, No co-pay due. 14 days later (June 15th) we receive an EOB and $25 was denied and the patient if responsible. When we post the Insurance payment we also generate a statement. The balance due of $25 is in the current field. The patient will NOT receive another statement for 28 days. On the 29th day the patient would receive a 2nd statement when statements are run on July 14th. This cycle would happen for ALL accounts.
Setting a due date for 14 days could help stimulate account holders to get payments back to you quicker than the default 30 days.
We suggest that EVERY Practice create a protocol that INFORMS patients and BILLS.
- Tell the patient how much the insurance carrier is “expected” to contribute toward the services rendered.
- Tell the patient that the office will submit to the insurance carrier for that amount.
- Tell the patient they are responsible for that amount if insurance carrier fails to pay any portion of that “expected” contribution.
- Tell the patient that on the day of treatment you will be collecting the difference between the total fee for service and the expected insurance carrier contribution.
- Review the Claims Window daily for claims outstanding 30 days or more.
- If the expected insurance carrier contribution is not received within at least 30 days contact the insurance carrier and if you feel that claim may be delayed further, inform the patient and ask that they contact the insurance carrier.
DISCLAIMER:
This is a resource guide and all decisions on each dental office setup should remain the sole decision of the dentist/owner of the practice. Eaglesoft is a registered trademark of Patterson Dental Company. All other software or products mentioned are the property of their respective owners. Although Andre Shirdan was an employee of Patterson Dental, he is not associated with Eaglesoft or Patterson Dental Company or endorsed by Patterson or any other Company Mentioned in this blog.
