Email Statements
Table of Contents:
Getting Started
Testing
Registration
Customer Setup
Uploading and Sending Statements
Requirements
Testing
Email Statements
PTBN Link
Emailed Statement Website
Patient Email
Opt Out Option
PTBN (Pay the Bill Now) Website
Paper Link Website
PTBN (Pay the Bill Now) Website
Paying Statements
PTBN Website Payment
Email Confirmation
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Getting Started
There are three major steps to getting started with E-Statements: Testing, Registration with the financial
institution and Customer Setup.
Testing:
To test E-Statements with Practice Insight, the provider will need to provide Practice Insight with a test
statement file, so we can determine what type of data the Practice Management (PM) system is capable
of sending in.
Listed below are the fields that are required when emailing a statement to a patient:
These fields are displayed in the format of the standard Practice Insight inbound file layout. If your PM
can send this information in fields that differ from the above format, PI will map to this information
during the testing phase.
Once PI has mapped the necessary data, the provider must register with the financial institution.
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Registration:
Once the provider has agreed to go live with Email Statements, they must register with the financial
institution. Practice Insight will provide the necessary documents, and the provider must fill out these
documents in full. Once submitted it takes up to 14 business days to complete the registration. A sample
of the data needed is listed below:
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Customer Setup:
Once the registration has been filled out and submitted to PI, PI will submit this information to the
financial institution. During the waiting period, the customer record must be setup to include the option
for Email Statements.
If the customer wishes to still receive paper statements but would like the option to pay them online,
the customer record can be set to send a link to the Pay the Bill Now website (PTBN) on the printed
statement.
Once the customer record is set up, the registration is complete, and we have accepted a test statement
file, the customer can now begin uploading statement files to send to patients.
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Uploading and Sending Statements
Uploading statements from the Practice Management system is required in order to send email
statements to patients. There are two parts to uploading statements to send: Requirements and Testing
the statement.
Requirements:
The Practice Management system must be able to output a statement data file and upload it to EDI. The
software is capable of customizing a loader to meet the needs of the PM statement format, and several
have already been created.
An email is required for email statements. If the PM cannot provide an email address within the
outbound file to EDI, the end user can manually enter this data within the software.
The file can be uploaded manually, by an end user, or automatically via SFTP. Once the statement file is
uploaded, the software will test the individual statements.
Testing:
If the customer record is set to Send Estmt=Y (Email Statements):
If the PM is capable of sending in an email address and security data, the statement will upload as
VALID, and the Method will show as EMAIL:
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If the PM is capable of sending in an email, but no security data, the statement will upload as INVALID,
and the Method will be EMAIL:
The security data can then be manually entered. To manually enter email statement data, the user must
double-click on the statement to edit the Bill Record. From there, email data can be entered using the
EStatement Data button.
The statement will then be re-tested, the status will change to VALID, and the method will change to
EMAIL. From VALID the statements can then be set to READY status to be sent.
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If the customer record is set to send EStmt=N, and Send PTBN Link=Y (PTBN Link):
The PM does not need an email for this setting, as the statement will be printed and mailed, however
the patient will still be given the option to pay the statement online.
A link to Pay the Bill Now (PTBN) will be printed on the statement along with a reference ID. This can be
previewed by highlighting the statement and clicking on the View Statement button in the toolbar.
The statement will upload as VALID and can then be set to READY status to send.
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Emailed Statement Website
Once the email statement has been sent to the Pay the Bill Now (PTBN) website the status of the
statement changed to ESENT in EDI.
The patient will receive an email with a link to view their statement. They will also have the ability to opt
out of receiving email statements for future invoices.
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Patient Email:
Upon sending the statement to the PTBN website, the server will automatically send an email to the
patient email address on the statement.
The image above shows the default email image, however upon registration for this service the provider
has the ability to customize the theme in order to make the email appear as if it came from the
provider’s office. We offer custom logo and theme colors as well as custom verbiage.
Opt Out Option:
The patient has the ability to opt out of receiving email statements by clicking on the Opt Out link in
their email.
By clicking on the Opt Out link, the patient will be re-directed to the PTBN Opt Out page. On this page
the patient can confirm their choice to Opt Out of receiving email statements.
Once confirmed, the patient will be re-directed to the confirmation page, and a confirmation email will
be sent to the email address on file.
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The PTBN server will send a message to EDI, and the patient information will be updated within EDI to
set the Send Email option to N for No.
PTBN (Pay the Bill Now) Website:
To view the email statement online, the patient must click on the link from their email.
The link will re-direct the patient to the Pay the Bill Now (PTBN) website.
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The image above is the default EDI home page. This landing page is also able to be customized with the
provider’s logo, themes, and verbiage.
In order to view or pay the statement, the identity of the patient must be verified. To view the
statement, the user can either click on the View Statement option on the left menu or click on the Pay
Statement Online Here button.
The patient will then be re-directed to the Find Statement screen.
[need email find screen]
The patient must enter the reference ID on the email as well as the security data given to the provider
upon enrollment for email statements.
Once the correct information is entered, the patient will be re-directed to the statement view page.
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The patient statement view shows the statement as it would have looked when printed. Once the
patient views the statement, a message is sent back to EDI and updates the statement status to
VIEWED.
Once the statement is viewed, the patient can pay the statement by clicking on the Make a Payment
Button on the statement view.
Paper Link Website
The patient has the option to pay their statements online while still receiving paper statements via post
mail.
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If the customer record is set to send the PTBN link on the patient’s paper statements, the patient will
receive a printed statement with a link to allow them to pay the statement online through the PTBN
website.
PTBN (Pay the Bill Now) Website:
Upon receipt of the paper statement, the patient can enter the URL from the printed statement in to
their web browser. This link will take them to the PTBN home page.
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The image above is the default EDI home page. This landing page is also able to be customized with the
provider’s logo, themes, and verbiage.
In order to view or pay the statement, the identity of the patient must be verified. To view the
statement, the user can either click on the View Statement option on the left menu or click on the Pay
Statement Online Here button.
The patient will then be re-directed to the Find Statement screen.
The patient must enter the reference ID printed on the statement as well as the statement information
listed on the printed statement they received.
Once the correct information is entered, the patient will be re-directed to the statement view page.
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The patient statement view shows the statement as it would have looked when printed. Once the
patient views the statement, a message is sent back to EDI and updates the statement status to
VIEWED.
Once the statement is viewed, the patient can pay the statement by clicking on the Make a Payment
Button on the statement view.
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Paying Statements
Paying statements online is a two part process. The first step is to view the statement on PTBN, and the
second step is to pay the statement using the financial institution bill pay system.
PTBN Website Payment:
To pay a statement online, the patient must click the Make a Payment button from the statement view
page.
From here, the patient will be re-directed to the Payment Page.
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The image above is the default payment home page. This landing page is also able to be customized with
the provider’s logo and themes.
The required fields will be automatically populated from the statement information. The patient must
choose a payment date and type, and click Continue.
The patient must then enter their payment information (fields with a red asterisk are required) and click
Continue.
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