Sending Accounts to Collections

You can move one or more account to collections at a single time. The account must be in a "Collection letter sent" or "Final statement sent" status.

Watch the following video for an overview on how to find and review the accounts/claims that are ready for collections, moving accounts in bulk, defining which agency to send the accounts to, and which report to run to actually send the accounts.

Permission setting needed for move to collections

To move accounts to collections and to write off bad debt, the Adjustment Posting setting must be enabled for your user account. If it is NOT enabled, you will not see those buttons on the Patient Billing page.

How to move accounts to collections

Note: To see the check boxes to the right of the patient name, you must have the

  1. On the navigation bar, click Claims and then click Patient Billing.

  2. Depending on the account's status, click either the Final statement sent or Collection letter sent tab.

  3. A list of accounts display in the grid. To select:

    1. One account: Check the box next to the patient's name on the list.

    2. Multiple accounts: Check the box next to the name of each patient until all accounts are selected.

    3. All accounts: Check the box at the top of the grid next to "Patient name." In this case, all lines will highlight in yellow and all boxes will be checked.

  4. Click Move to collections.

  5. The next page displays the selected accounts. Check the list to ensure that it is correct. If not, go back to the previous page and try again. If everything looks good, click Choose collection agency.

  6. On the Choose Collection Agency window:

    To add a collection agency, enter the name in the Or, create a new collection agency field.

    If the agency is already in the system it appears on the list. To select it, click the radio bullet next to the agency's name.

    Click Move to collections.

    You will see a message confirming the successful move of the accounts.

Important! There is one more step that must be completed. You must now run a report to physically move the accounts. Use the following steps to run the report.

  1. On the top navigation bar, click Analytics > Reports.

  2. Click "Send to Collections."

  3. Click "Deposit Date" and enter the date you sent the account to collections.

  4. If you selected "Deposit Date" then select "No Accounting Period" in the Accounting Period field.

  5. Deposit Start Date: Enter the dates you wish to view in which you sent the accounts off to collections.

  6. Click View Report.

    The report contains everything your collections agency needs to process the collection. You can print or email the report to the representative for the collection agency.

Tracking accounts sent to collections

If you need to see all the accounts currently in collections, try running the "Accounts in Collections" report. This report lists accounts sent to both the collection agency and state debt collections.

  1. On the navigation bar, hover over Analytics and then click Reports.

  2. Click Accounts in Collections.

  3. Enter the start and end date.

  4. Click View report.