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Kareo Help Center

Send Patient Statements Through Mailing Service

Updated: 11/12/2021
Views: 41808

Once patient statements are prepared, submit a batch for printing and mailing through Kareo's secure patient statement mailing service. There's no enrollment required and the service provides professional, easy-to-read, double-sided, color statements with an improved design that is not available through the self-printing option. View a sample patient statement or watch the video to learn more about how Kareo's mailing service can help you. 

For the cost of a patient statement with postage included, see the Patient Statement Mailing Service Fees section of the Pricing Policy. Charges incurred are added to your next Kareo monthly invoice.


  • The QR code and pay online payment options are included on patient statements for Kareo Patient Collect enabled customers with Patient Portal and Patient Payments (Stripe) activated.
  • If you have not already done so, configure the Patient Statement Options, and if your remit-to address is a P.O. Box, there are two additional steps to complete when configuring the settings.

Send Patient Statements through Mailing Service

  1. After preparing patient statements, click Send Statements at the bottom of the Find Claim window. The Send Patient Statements - Select Criteria window opens. 
    • To navigate from the Practice Home window, click Encounters on the top menu bar > Send Patient Statements.
  1. Enter the appropriate criteria to filter patients. 
    Note: The criteria auto-populates with the Default Batch Options set in the Patient Statement Options.
    • Automated Patient Billing enabled customers: To exclude all patients scheduled to receive automated statements, click to select "Exclude patients on automated patient billing cycle".
    • Patient Collect activated customers: To exclude patients with payment cards on file, click to select "Exclude patients with card on file".
  2. Click to select the Statement Delivery method "Mail".
  3. Click SHOW PATIENTS. The Send Patient Statements - Confirm Patient List window opens. 
  1. Review the patient list and information. 
    Note: To view the mailing address the statement will be sent to, click on the patient's name to open the Patient record and select the General tab. Close the window to return to the patient list.
    • If applicable, click to clear the checkbox on the left of the patient's name to exclude the patient from receiving a statement.
  2. Click Send Patient Statements. A confirmation pop-up appears. 
  3. Click Yes to confirm. A transaction fee warning pop-up appears. 
  4. Click Yes to agree to the charges and to submit the patient statements batch for printing and mailing. The Patient Statements Sent window opens.
    Note: If a statement is undeliverable and rejected by USPS, the statement is still charged at the normal rate. See the Patient Statement Mailing Service Fees section of the Pricing Policy for cost details.
  1. Make the appropriate selection to mark the patient statements as sent:
    • "Yes" is selected by default and updates the patient claims status to Pending patient
    • Click to select "No" if the patient claims status should remain as Ready to send statements.
  2. Click Finish

Within 24 hours, a confirmation report is sent to the Kareo account and can be found in the Clearinghouse Reports under the Patient Statements tab. If any statements were undeliverable, additional report(s) provide further explanation of the error(s) for resolution. Then, as part of the monthly closing activities, review the Patient Statements Delivery Report.



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