How To Generate Patient Statements In Eclinicalworks

Generating patient statements in eClinicalWorks (eCW) is a crucial task for maintaining revenue cycle efficiency and ensuring timely patient payments. This process allows healthcare providers to communicate outstanding balances clearly and professionally. The following outlines the standard procedures for generating these statements within the eCW system.

Accessing the Statement Generation Module

The initial step involves navigating to the correct module within eClinicalWorks. Typically, this is found within the 'Billing' or 'Financial' section of the software. The exact pathway may vary slightly depending on the version of eCW you are using and your organization's specific configuration.

Common pathways include:

• Billing > Statement Management
• Tasks > Statement Generation
• Practice Management > Patient Statements

Once you have located the appropriate module, proceed to the next step of defining your statement parameters.

Defining Statement Parameters

This stage is critical for targeting the correct patient population and ensuring accurate statement generation. Several parameters can be configured to refine the statement generation process.

Date Range Selection

Specify the date range for the charges you want to include on the statements. This is typically determined by the service dates for which outstanding balances exist. Selecting an appropriate date range is crucial to avoid including already-paid charges or omitting recent services.

Patient Selection Criteria

eClinicalWorks offers various options for selecting the patients to whom you wish to send statements. Common selection criteria include:

• Individual Patient: Allows you to generate a statement for a specific patient using their name, account number, or chart number.
• Patient List: Allows statement generation for a pre-defined list of patients.
• Batch Selection: Allows the generation of statements based on specific criteria like balance amount, insurance type, or guarantor.

Balance Thresholds

Setting balance thresholds allows you to filter out patients with very small outstanding balances. This can help reduce unnecessary statement generation and associated costs. Common thresholds are set at $5 or $10, but these can be adjusted based on your organization's policies. For example, you might set a minimum balance threshold of $5 to avoid sending statements for amounts less than that.

Insurance Considerations

It is vital to ensure that all claims have been submitted to insurance before generating patient statements. eCW typically offers options to filter out patients whose claims are still pending insurance adjudication. This prevents patients from being billed for amounts that their insurance may cover.

Statement Cycles

eClinicalWorks may allow you to define statement cycles to stagger the statement generation process throughout the month. This can help distribute workload and avoid overwhelming staff. You can define weekly, bi-weekly, or monthly cycles based on your practice needs.

Previewing and Validating Statements

Before generating statements in bulk, it is crucial to preview and validate a sample set. This allows you to identify any errors or discrepancies in the data.

Statement Preview Functionality

eClinicalWorks provides a statement preview feature that allows you to view a sample statement before it is generated. This allows you to verify that the patient information, charges, payments, and balance are accurate.

Data Validation Checks

Perform thorough data validation checks to ensure accuracy. Look for the following:

• Correct patient names and addresses
• Accurate charges and service dates
• Correct insurance information
• Proper application of payments and adjustments
• Clear and concise statement messaging

Addressing Errors

If you identify any errors during the preview process, correct them in eClinicalWorks before proceeding with statement generation. This may involve updating patient demographics, correcting charge entries, or re-submitting claims to insurance.

Generating and Printing Statements

Once you have defined your parameters and validated the data, you can proceed with generating the patient statements.

Statement Generation Options

eClinicalWorks offers various statement generation options, including:

• Batch Generation: Generates statements for all patients who meet the defined criteria.
• Individual Generation: Generates a statement for a single patient.

Printing Options

eClinicalWorks supports various printing options, including:

• Printing to physical paper: Statements can be printed on standard paper or pre-printed forms.
• Electronic Statements: Statements can be generated in a PDF format for electronic distribution via email or patient portal.

Statement Output Configuration

Configure the statement output settings to match your organization's requirements. This includes selecting the appropriate statement template, specifying the printer settings, and defining the output directory for electronic statements.

Electronic Statement Delivery

Many practices are transitioning to electronic statement delivery to reduce costs and improve efficiency.

Patient Portal Integration

Integrate eClinicalWorks with your patient portal to allow patients to view and download their statements online. This can significantly reduce the number of paper statements that need to be printed and mailed.

Email Delivery

eClinicalWorks may allow you to send statements via email. Ensure that you comply with HIPAA regulations and obtain patient consent before sending statements electronically. Implementing secure email protocols is critical to protect patient privacy.

Third-Party Statement Services

Consider using a third-party statement service that integrates with eClinicalWorks. These services can handle the entire statement process, from generation and printing to mailing and electronic delivery.

Tracking and Reporting

Monitoring and tracking statement generation is essential for optimizing the revenue cycle.

Statement History

eClinicalWorks maintains a history of all statements generated, allowing you to track the status of each statement and identify any issues.

Reporting Capabilities

Utilize eClinicalWorks' reporting capabilities to track key performance indicators (KPIs) related to statement generation, such as:

• Number of statements generated
• Total amount billed on statements
• Average statement balance
• Statement delivery method (paper vs. electronic)

Analysis and Optimization

Analyze the statement data to identify areas for improvement. This may involve adjusting statement parameters, optimizing statement templates, or improving patient communication.

Key Takeaways

Generating patient statements effectively in eClinicalWorks is critical for maintaining a healthy revenue cycle. Here are key takeaways:

Accurate Parameter Configuration: Careful selection of date ranges, patient selection criteria, and balance thresholds is crucial for generating accurate and targeted statements.

Thorough Validation: Preview and validate statements before bulk generation to identify and correct errors.

Electronic Delivery Options: Leverage patient portals and email delivery to reduce costs and improve patient convenience.

Continuous Monitoring: Track statement generation and utilize reporting capabilities to identify areas for improvement and optimize the revenue cycle.

By following these guidelines and utilizing the features available in eClinicalWorks, healthcare providers can streamline the patient statement process, improve collections, and enhance patient satisfaction.