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Outstanding Letters

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Introduction: Outstanding Letters are sent as a notice to an entity having outstanding balances when, even after sending a statement twice or thrice, payment is not received from them. Every clinic has its defined span, and if payment is not received within that given time span, then Outstanding Reminder Letters are sent. This is to inform the entity that, if they do not respond to this reminder, then their account will be referred to an outside collection agency. PrognoCIS enables users to send outstanding reminder letters to Patients, Guarantors, and Payment Plan Defaulters. Properties: The Properties button is visible only to users with Read Access to the Properties Master screen. Clicking this button opens a pop-up displaying a list of properties from the Properties Master that are relevant to the creation of outstanding reminder letters. Admin users can view both admin-level properties (displayed in red) and user-level properties (displayed in black), whereas clinic users can view only user-level properties (displayed in black). Field Description: Letter To: Select the entity to whom the letter will be sent. Three options are available: 'Patient', 'Guarantor', and 'Payment Plan Defaulters'. The 'Patient' option remains selected by default, and other desired options can be selected by clicking the radio button. Patient - This will send an outstanding letter to all patients who fit the criteria. Guarantor - This will send a letter to all Guarantors who fit the criteria. Patient Payment Defaulters - This will send a letter to patients who have a payment plan and come under the defaulter list and selected criteria. When this radio button is selected, then all the fields remain the same except the fields Outstanding From Resp Date, Total Due Amount More Than $, Statement Count More Than, and Select Specific Financial Class 'All', which are grayed out. Select Patients: The 'Select Patients' Search icon is enabled only when 'Letter To' is set to 'Patient'. For 'Letter To' selected as 'Guarantor' or 'Payment Plan Defaulters', the 'Select Patients' Search icon is disabled. Click the 'Patient Search' icon to invoke the 'Patient Info' Search List. This Search List displays patient records of all active and inactive patients registered in PrognoCIS. Patient records are provided with multi-select checkboxes. On selecting patients from the Search List and clicking the 'OK' button on the 'Patient Info' Search List, patient names are displayed in a comma-separated manner in the 'Select Patients' field. If the user selects 10 patients from the Search List in the field and again invokes the Search List to select 10 patients in the field, then the previously selected 10 patients are removed and the newly selected 10 patients are shown in the field. All 10 patients selected in the 'Select Patients' field might not be visible to the user at one glance. To view all the names, the user must select the patients and scroll the cursor horizontally in the field. When patients are selected in the 'Select Patients' field, all other parameters are ineffective. Last Name From: Depending on the letters entered in the field, the last name of the patient, responsible person, or payment plan patient will be filtered and outstanding letters will be sent to them. For example, entering 'BR' defines the starting range for outstanding letter generation for patients having a last name that starts with 'Br'. The range is completed with the value entered in the Last Name Upto field. Last Name Upto: Enter the first few letters of the patient's Last Name. This helps define the ending range for selecting patients. For example, entering 'GE' defines the ending range for outstanding letter generation. Outstanding From Resp Date - Upto: The date on which the responsibility is transferred to the patient is referred to as the Resp Date. Enter the number of days in this field to filter patients. The range of patients/guarantors can be filtered based on their respective Resp Date. For Payment Plan Defaulters, the system considers the Payment Plan due date. Total Due Amount More Than: The range of the outstanding amount is specified in this field. If the field is set to the default value '0', then outstanding letters will be sent to all Patients, Guarantors, and Payment Plan Defaulters regardless of their outstanding balances. If it is set to 'N', then the system will generate outstanding letters only for Patients, Guarantors, or Payment Plan Defaulters having a total due amount greater than 'N'. For example, if $50 is entered in the field, then the system will generate outstanding letters only for Patients, Guarantors, or Payment Plan Defaulters having a total due amount greater than $50. Statement Count More Than: This gives users the ability to filter patients to whom statements have already been sent but from whom no response has been received. With this feature, users will be able to sort and list patients using Statement Count as the parameter. For example, if the parameter is set to 3, then only those patients who have received at least 3 statements since their last patient receipt was collected on the account will be considered for generating letters. A warning email is sent to all such patients informing them that their account is being handed over to collection agencies. The functional logic of the 'Statement Count More Than' field responds differently for Patient, Guarantor, and Payment Plan Patient. When the 'Patient' radio button is selected, then 'Statement Count More Than' remains enabled. When the 'Guarantor' radio button is selected, then 'Statement Count More Than' is disabled. Financial Class: Select the patient financial class for statements. There are three options present in the form of radio buttons, which are: Select Specific Financial Class : Generate reminder letters for a specific Financial Class selected from the dropdown Generate Letters For All Financial Classes Where Statements Are Not Suppressed Generate Letters For All Financial Classes Where Statements Are Suppressed When the 'All' option is selected, outstanding letters are sent to all patients regardless of their financial class. The dropdown enables the users to select a particular Patient Financial Class for which Outstanding Letters are to be generated. This dropdown lists all financial classes, and users can select one financial class at a time to generate the outstanding letters for the selected patient. Note: The dropdown displays a list of all active Financial Classes. When the radio button 'Generate Letters For All Financial Classes Where Statements Are Not Suppressed' is selected, then financial classes that are not suppressed from statements are generated. (Defined in Property: billing.hide.statement.financialclass). When the radio button 'Generate Letters For All Financial Classes Where Statements Are Suppressed' is selected, then financial classes that are suppressed from statements are generated. (Defined in Property: billing.hide.statement.financialclass). Select Template: The 'Select Template' field allows users to select the appropriate template from the dropdown. Add to Patient Account: If the checkbox 'Add to Patient Account Letters' is selected, then a copy of the Outstanding Reminder Letter is added under the Letter section on the respective Patient Account. This field remains disabled for Guarantors. Send By Email If Address Is Available: When the checkbox 'Send By Email If Address Is Available' is selected, then outstanding letters are sent via email to the patient if an email ID is present on the Patient Registration screen. Action Buttons OK: Click the 'OK' button to print outstanding reminder letters. Cancel: Click the 'Cancel' button to close the 'Outstanding Reminder Letters' pop-up.