There are several options you can select for your Client Balance Statements to make them reflect as little or as much information as desired.
First, navigate to Billing > Bill Client > Balance Statement and click the Settings button. A new window will appear. Let's break down each section of this window.
This section control was basic, low-level information is displayed on a statement, ranging from your clinic Tax ID to Session Classes.
The CSV Export setting is typically used by third-party statement companies. If your clinic handles client billing in-house, you can ignore this setting.
Any client payment that has been posted in the last 30 days will appear on the statement if the Show Recent Client Pmts option is set to Yes.
The Session Length Units should always be set to Units as WebPT Daily Notes are based in units.
Below are the recommended settings to ensure that all service lines show on a statement. If you ever want to provide a clearer statement that only shows lines with a balance, simply check the Balance Due box.
Grouping the charges by status allows the client to see what charges are due by them and what charges are still due by the insurance. If a client does not want to see charges that are pending insurance, select Yes on the Hide Open/Pending Sessions option.
If you would like to give your client the option to pay by credit card, select Yes for Show Credit Card Payment Option. Remember, this will only show if the statement is created as an Invoice. For more information, please see: Credit Card CVV.
You can show your clients how long previous balances are overdue by using the Show Aging Summary option. If the feature is set to Yes, you will need to indicate how you want to age the summary:
- DOS: Sort the balances into 30-day buckets based on the Date of Service
- First Inv Date: Balances are sorted into 30-day buckets based on the date the charge was first invoiced to the client.
Lastly, you can also highlight a specific 30-day bucket to emphasize a specific overdue amount.
If this option is set to Yes, the system will use your Account Billing Address by default. This address can be found under Admin > Member Info. You will also have the ability to add up to 2 additional lines, such as a phone number or email address.
If you have entered a facility under the Defaults tab on a client's chart, use can use the Client Default Facility option for a remit address. For clients without a default facility, the Account Billing Address will be used.
The last option is to use a Custom Address. You will be given 6 blanks lines that you can fill in as desired.
Near the bottom of the statement, you will see a box that states "All fees payable to YOUR CLINIC NAME." Below this, you can include a personalized message to your clients.
Note: The custom message is not client specific. If you create a message for a particular client, be sure to remove before creating additional statements.