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Outstanding Letters

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Introduction: Outstanding Letters are sent as a notice to entity having outstanding balances and even after sending statement twice or thrice payment is not received from them. Every clinic has their 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 the users to send outstanding reminder letters to Patients, Guarantors and Payment Plan Defaulters. 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 option ‘Patient’ remain selected by Default and other desired options can be selected by clicking on the radio button. Patient - This will send outstanding letter to all the patients who fit in the criteria. Guarantor - This will send letter to all Guarantors who fit in the criteria. Patient Payment Defaulters - This will send letter to the patients who have 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 $ and Statement Count More Than and Select Specific Financial Class ‘All’ are greyed out. Select Patients: The 'Select Patients' Search icon is enabled only for 'Letter To' selected as 'Patient'. For 'Letter To' selected as 'Guarantor' or 'Payment Plan Defaulters', the 'Select Patients' Search icon is disabled. Click on the 'Patient Search' icon to invoke 'Patient Info' Search List. This Search List displays Patient records of all Active and Inactive Patients registered in PrognoCIS . Patient records are provided with multiselect 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 the 10 Patients selected in the 'Select Patients' field might not be visible to the user in 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 upon the alphabet added in the field, last name of patient, responsible person or payment plan patient will be filtered and outstanding letters will send to them. For example, ‘BR’ when entered defines the starting range for outstanding letter generation for patients having last name that start with ‘Br’. The range is completed with value entered in Last Name Upto field. Last Name Upto: Enter the first few alphabets of the patient’s Last Name starting with. This would help to give an ending range for selecting patients. For example, ‘GE’ when entered defines the ending range for outstanding letter generation. Outstanding From Resp Date - Upto: The date on which the responsibility is transferred to patient is termed as Resp Date. Enter the no of days in this field for filtering out the patient. The range of Patients/Guarantors can be filtered based on their respective Resp Date. For Payment Plan Defaulters, system considers the Payment Plan due date. Total due amount more than: The range of outstanding amount is mentioned in this field. If the field is set on the default value ‘0’, then outstanding letters will be sent to all the Patients/Guarantors/Payment Plan Defaulters despite of their outstanding balances. If it is set to "N" then system will generate outstanding letters only for Patient/Guarantor/Payment Plan Defaulters having total due amount more than "N". Example, if $50 is mentioned in the field then system will generate outstanding letters only for Patient/Guarantor/Payment Plan Defaulters having total due amount more than $50. Statement Count more than: This gives users an ability to bifurcate patients to whom statements had already been sent but no response has been received from their end. With this added feature users will be able sort list patient using Statement Count as the parameter. For Example, if the parameter is set to 3 then only those patients will be considered for generating letters who have received at least 3 statements after their last patient receipt collected on the account. A warning mail is sent to all such patients informing them that their account is being handed over to the collection agencies. The functional logic of ‘Statement Count more than’ field respond differently for Patient,Guarantor and for the Payment Plan Patient. When “Patient” Radio button is selected then ‘Statement Count more than’ will remain enabled. When “Guarantor” Radio button is selected then ‘Statement Count more than’ will get disabled. Financial Class: Select the Patient Financial Class Statements. There are three options present in the form of radio buttons, they are: Select Specific Financial Class : Generate Reminder letters for a Specific Financial Class selected from dropdown Generate Letters For All Financial Classes where Statements are Not Suppressed Generate Letters For All Financial Classes where Statements are Suppressed When ‘All’ option is selected, outstanding letters is send to all the patient despite of their financial class. All drop-down enable the users to select a particular Patient Financial Class for which Outstanding Letters are to be generated. This dropdown list 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 list of ALL Active Financial Classes. When radio button Generate Letters For All Financial Classes where Statemenst are Not Suppressed’ is selected then Financial Classes which are not suppressed from Statements are generated. (Defined in Property: billing.hide.statement.financialclass). When radio button ‘Generate Letters For All Financial Classes where Statements are Suppressed’ is selected then Financial Classes which are suppressed from Statements are generated. (Defined in Property: billing.hide.statement.financialclass). Select Template: Select Template will allow user to select the appropriate Template from the dropdown. Add to Patient Account: If the check box 'Add to Patient Account Letters' is checked, then a copy of Outstanding Reminder Letter will get added under Letter section on the respective Patient Account. This field remains disabled for Guarantor. Send By eMail If Address is available: When the check box 'Send By Email If Address is available' is checked then outstanding letters are sent via mails to the patient if email id is present on Patient Registration screen. Action Buttons OK: Click on the 'OK' button to print Outstanding Reminder Letters. CANCEL: Click on the 'CANCEL' button to close the 'Outstanding Reminder Letters' popup.