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Kareo Help Center

Send Patient Statements Through Mailing House

Updated: 10/25/2019
Views: 37116

Once patient statements have been prepared, they can be submitted in a batch for printing and mailing through Kareo's secure third-party mail house. The mailing house provides professional, easy-to-read, color statements with an improved design that is not available through the self-printing option. Statements are double-sided. See the Pricing Policy for the cost of a patient statement with postage is included. Note that if a mail statement is undeliverable and rejected by USPS, the statement will be charged at the normal rate. A report with each reject and an explanation of the error will be provided so the address can be updated for future mailings.

Charges incurred will be added to your next Kareo monthly statement. Once a statement batch has been submitted to the mail house, a confirmation report will be sent to your Kareo account within 24 hours. No enrollment is required to use the third-party mail house — simply choose the Send Patient Statements option in the patient statement wizard to submit your statement batch.

Click here to view a sample patient statement or watch the video to learn more about how Kareo's mailing service can help you. 

Note: Before submitting a batch of statements for a practice, you must first configure the patient statement options. If your remit-to address is a P.O. Box, there are two steps to complete when configuring your settings. 

Send Patient Statements Through Mailing House

After preparing your patient statements, send your patient statement batch to the mailing house for printing and mailing.

  1. Click Send Statements at the bottom of the Find Claim window. The Send Patient Statement wizard opens.


Information on this page pre-populates with Default Batch Options set in Patient Statement Options.

  1. Review and change statement criteria, if necessary.
  • Days Between Statements: Enter the default setting for the number of days between statements (typically 30 days).
  • Minimum Balance: Enter the minimum balance that must be met in order to prompt a patient statement, formatted as "$0.00."
  • Max Statements Sent: Enter the maximum number of statements sent to a patient who has not made a payment. If you do not wish to set a maximum, enter the number 99 — do not enter 0.
  1. Review and change statement billing sequence, if necessary.
    • Print only: Only printed statements are sent to patients.
    • Email and print concurrently: Both an email and a printed statement are sent to the patient at the same time.
    • Email only: Only email statements are sent to patients.

      Note: Email option is only available on accounts where Stripe has been activated.
  2. Click Show Patients. A list of patients who meet the criteria is generated.


  1. Review the list of patients and information. To exclude a specific patient from receiving a statement, click and clear the checkbox to the left of the patient's name.
  2. Click Send Patient Statements. A confirmation pop-up window opens.
  3. Click Yes to confirm and continue submission of the statements. A transaction fee confirmation pop-up window opens.
  4. Click Yes to agree to the charges and submit your statements to the mail house. The confirmation of statements sent window opens.


  1. By default, the option to "mark patient statements as sent" is set to Yes. If you do not wish to change the status, click No and the patient claims will remain as Ready for Patient Statement.
  2. Click Finish.

A confirmation report will be sent to your Kareo account within 24 hours. To view the report, click Encounters on the top menu, select Clearinghouse Reports, then click the Patient Statements tab.


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