Generating Billing Statements in the Office Manager

You can manually create a batch of billing statements in the Office Manager. There are many customizable options that you can set when you generate billing statements. These options affect what information appears on the statements, how it appears, and which patients will be included or excluded from a batch of statements.

Watch this video to learn how to customize the information that appears on statements and set additional billing statement filters.

Key Information

• Checking the option Include Credit Balances? will print a statement for all accounts that have credit balances, even if the account does not match other filter criteria that you set up. If your objective is to obtain a list of accounts with credit balances, but not to send statements notifying patients of them, it is recommended that you generate the Credit Balances report instead (You can do this from the Office Manager. Select Reports > Ledger > Aging Report, and select the Credit Balances report type option.)
• The sort transaction options apply to how the items are listed on the statement if more than one family member has transactions listed on the statement. If you choose to sort by patient, the procedures will be grouped together by patient. If you choose to sort by date, the procedures will be sorted chronologically by date, where procedures for different family members may be mixed together.
• Keep your statement notes brief. Because there is limited space on the page, the system will warn you if your statement note is too long to include. If your note is too long, the end of the note will not appear on the statement.
• When generated from the Office Manager, you can choose to send your billing statements to the Batch Processor, directly to the printer, or directly to Quick Bill for processing.
• If you check the Print Agreed Payment option, the agreed payment amount will include any previous balance on the account plus the estimated patient portion of any procedures that have been billed to the patient's insurance.
• If you check Exclude Outstanding to Insurance, Dentrix will not include any part of the balance that is attached to an outstanding insurance claim (including the patient portion). The entire amount of procedures billed to outstanding insurance claims will be excluded from the agreed payment amount.
• If you check the option Allow Credit Card Payment, and if you print your own statements or mail them through QuickBill, a box will be added where patients can write in their credit card information to mail it back to the office. Statements mailed through QuickBill will also print the logos for the credit cards your office accepts.
• Transactions (including procedures, adjustments, and payments) dated before the Balance Forward date do not print on the statement. They are grouped together into one line item on the statement that is labeled Balance Forward. If you want to have these transactions itemized on the statement, change the balance forward date to a date further in the past.
• If you are current in closing transactions (known as closing the month in earlier versions of Dentrix), you can check the Only Bill Accounts Aging option to send statements only to accounts with a balance that is older than a certain amount of time.
• To save these selections, click Save As Default. The Ledger will use these same saved settings when printing individual statements on this same workstation.
• Some Billing Statement options might be selected automatically because of the billing statement form you selected in the Practice Defaults setup area (which is found in Office Manager > Maintenance > Practice Setup > Practice Defaults). Common examples for options that may be preselected include "Print Account Information" and "Allow Credit Card Payment."
• If you want ADA code names to appear along with the code description, select Use ADA Codes in Descriptions, which is found in Office Manager > Maintenance > Practice Setup > Preferences > Print Options, under the Additional Print Options section.
• In offices where multiple providers practice, you may want to include provider information along with the procedures. To do this, select Provider ID Column for Statements, which is found in Office Manager > Maintenance > Practice Setup > Preferences > Print Options, under the Additional Print Options section.
• By default, procedures that are currently outstanding to insurance will include an asterisk next to them. You can disable this feature by selecting the option No Insurance Flag (*) on Statements, which is found in Office Manager > Maintenance > Practice Setup > Preferences > Print Options, under the Additional Print Options section.