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Kareo Help Center

Patient Statement Options

Updated: 03/23/2023
Views: 30575

​The Patient Statement Options allow you to set default patient statement information for the practice. Once these settings are configured, you can prepare and Send Patient Statements

Patient Statement Options

  1. Click Settings > Options > Patient Statement Options. The Edit Patient Statement Options window opens.
    Note: The Mailing House defaults to Patient Statements. If necessary, click the drop-down arrow and select Patient Statements.
  1. Formatting Options: Make the appropriate selections and enter information that appears on the patient statements.
    Note: The options available for selection such as Contact Information, Administrator, and Billing Contact pulls from the Practice Information. Verify the information (e.g., addresses, phone numbers) is accurate and select accordingly. 
    1. Electronic Format: Defaults to Standard Format.
    2. Click the drop-down arrow to select the Practice Name
      • If Custom Practice Name is selected, enter the Custom Name.
        Note: Text balance reminders and paper statements pull the custom name. Email balance reminders pull the name from the Practice Information and not the custom name.
    3. Click the drop-down arrow to select the Practice Address and the Remit Address.
      Note: This is especially important if the remit-to address is a P.O. Box.
    4. Click the drop-down arrow to select the Pay by Phone #. 
      • If Custom Phone Number is selected, enter the Custom Phone #.
      • To remove Pay by Phone # from patient statements, click to select "Disable Payment by Phone".
    5. Click the drop-down arrow to select the Billing Questions Phone #.
      • If Custom Phone Number is selected, enter the Custom Phone #.
    6. Office Hours: Enter the hours of operation (e.g., 8:00 AM - 5:00 PM Mon - Fri).
    7. Credit Cards: Click to select the cards the practice accepts for payment.
    8. If necessary, enter global messages (not to exceed 300 characters each). It is recommended to avoid text in all caps as this may cause overlapping characters.
      • Global Message 1: Enter a message. 
        Note: For patients in a collection category that includes a dunning message, this global message is replaced with the dunning message. 
      • Global Message 2: Enter a secondary message.
        Note: For patients with an added statement note in the patient account, this global message is replaced with the note. 
  2. Default Batch Options: Enter information to auto-populate the criteria to filter patients when sending patient statements. 
    • Days Between Statements: The number of days between statements (typically 30 days).
    • Max Statements Sent: The maximum number of statements sent to patients who have not made a payment. If there is no maximum, enter the number 99.
    • Minimum Balance: The minimum balance that must be met in order to generate a patient statement, formatted as "$0.00."
  3. Billing Options: Select the Statement Delivery method(s) that auto-populates when sending patient statements.
    Note: Email options are only available for Kareo Patient Collect (KPC) powered by Tebra or powered by Stripe activated practices.
    • Click the drop-down arrow to select the Billing Sequence of Print only, Email and print concurrently, or Email only.
  4. Notes: Enter any internal notes related to the options.
  5. Click Save.

Once these settings are configured, patient statements can be prepared and sent



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