Generating, Printing, and Downloading Batch Statements

Generating, Printing, and Downloading Batch Statements

Overview

The software allows billers to generate statements for clients with a remaining balance. Statements can be generated, printed, and downloaded individually or in batches. However, statements must be generated before they can be printed or downloaded.


InfoWe'll soon be introducing the ability to mail statements on behalf of users. If you're interested, please contact sales@icanotes.com. 

Step 1: Assign Permission to Access Statements

Billers need the appropriate permission to access and generate statements.

To assign the required permission:
  1. In the left sidebar, select Settings.
  2. Navigate to Practice Settings > Roles & Permissions.
  3. Click the Edit button to modify access.
  4. Expand the Billing section.
  5. Select the Access Statements and Generate Statements checkboxes.

      

Step 2: Configure Settings for Statements 

You can configure client statements by selecting the information that appears, such as the practice address, check payment address, billing contact information, payment options, and a custom message. You can also include additional details, such as the client's date of birth (DOB), diagnosis codes, and other relevant fields. 

 

Steps to Configure the Statements: 

  1. In the left navigation pane, select Settings.
  2. Select the Revenue Cycle Management tab.
  3. In the left pane, select Statements.

 

 

 

 




Address Options: Select an option to specify which address appears on the statement: 

 

  • Primary Address – Prints the practice’s primary address.
  • Client’s Primary Service Location – Prints the assigned service location (site) address.

  

Check Payment / Remit to Address: Select an option to specify the remittance address for check payments: 

  • Use Practice Address – Prints the practice’s primary address.
  • Custom Address – Prints a different remittance address. Enter the complete address where check payments should be sent.

 

Contact Information for Billing Questions: Enter the contact information for client billing inquiries: 

  • Name
  • Phone number
  • Email address
  • Website

 

Payment Options:  Select the accepted card payment options. If a card type is not listed, select Other and enter its name. The selected payment options appear in the top-right corner of the statement. 

  • Visa
  • Mastercard
  • Amex
  • Discover
  • Paypal
  • Custom

  

Additional Fields to Include on the Statement: You can include the following details on the statement: 

  • Client's Middle Name
  • Client's DOB
  • Diagnosis Codes
  • Client and Insurance Payments
  • Aging Details
  • Guarantor Address
  • Due Date: Prints the payment due date. The default is 30 days, but you can modify it based on practice requirements. 

 

Customized Message: Enter a custom message to print on the statement. The message appears in the bottom-left corner. 


Step 3: Generate Batch Statements

You can generate, print, and download batch statements for multiple clients simultaneously. Additionally, the software enables you to print or download individual statements directly from the client's chart. Follow the steps below to generate batch statements.


Steps to Generate Batch Statements: 

  1. In the left sidebar, select More, then choose Statements.
  2. The Batch Statements screen appears.
  3. Use the available filters at the top and click Apply.
  4. A list of clients with a balance will be displayed.
  5. Select one or more clients to generate statements.
  6. The Batch Actions Toolbar appears at the bottom.
  7. Click Generate Statements.

 



NotesThe same steps apply when printing or downloading batch statements. 

  

You can apply filters using the following options: 

  • Encounter Start Date
  • Encounter End Date
  • Status (Not Generated, Generated, Printed, Downloaded, Transmitted)
  • Location
  • Clinician
  • Client

  

 

 

You will be notified when the statements have been generated. 

 

 

 

Once the statements are generated, the status will be updated to Generated, as shown in the screenshot below. 

 


 

 

Step 4: Preview/Print Batch Statements   

When printing multiple statements in bulk, the print preview screen will display a scroll bar, allowing you to review all selected statements before printing. 


 

 

Step 5: Preview, Print, and Download Individual Statements  

Once client statements are generated, they become accessible within the client’s chart. A new Statements accordion has been added to the Billing tab, allowing you to view generated statements. You can preview, print, or download statements individually for each client. 


 

Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://app.icanotes.com

​

Watch the Video

Click here to watch a video on setting up client statements.
Click here to watch a video on creating and working with client statements.


FAQs 

You can find the Frequently Asked Questions (FAQs) on our Knowledge Base page.


Click here for quick access to the FAQs.

 

 
Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.



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