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The TruBridge EHR Statement program consists of four weekly billing cycles, with each week referred to as a cycle and each cycle recurring every 28 days. Weekly Cycle Codes 1, 2, 3 and 4 are automatically assigned by the system based on the cycle that is being printed when an account is due to receive a First Time Statement. Statement cycles are not related to specific weeks of the month. The first statement run is always cycle 1 no matter what week of the month that happens to be. If cycles are printed out of sequence, the account aging process will be altered; therefore, it is suggested that each cycle be recorded when statements are printed. Once all cycles have been printed, begin again with cycle 1. The weekly billing cycle includes printing First Time Statements, Cycle Statements, Collection Letters and all other related reports. In order to keep the billing cycles accurate, they should be printed the same day each week. TruBridge suggests running statements on Wednesday or Thursday, but they may be run on any day of the week as long as it is consistent.

 

Statements may also be printed on a monthly basis for accounts designated as Cycle 5 (long term patients/long term statements) and Cycle 6 (therapy patients/data mailers). These Cycle Codes have to be manually entered during registration.

 

For therapy patients (Cycle 6), the system will automatically assign a weekly Cycle Code (1-4) to those accounts when a discharge date is entered in the Stay tab on the Registration and ADT screen. This allows the normal aging process to begin for these accounts.

 

The length of an account’s aging process depends on table settings and type of account (private pay vs. insurance account). Insurance accounts will not start aging until all insurance claims have been paid or rejected unless there is already a patient portion.

 

The aging status of an account is determined by Collect Codes (1, 2, 3, A and B), which are automatically assigned by the system if a minimum payment is not made within the 28-day billing cycle. During the aging process, statements will only be printed for accounts with Collect Codes: Blank, 1 or 2. Collect Code 3 will receive a Collection Letter and possibly a Cycle Statement depending on table settings in AHIS.

 

There are two system-generated collection letters printed after Cycle Statements. The first is produced when an account is at a collect code 3, and the second is printed for collect code A accounts. Other Collection Letters may be printed for selected accounts when necessary through the Accounts Receivable Report print options or the Collections Tickler system.

 

Although Cycle Codes and Collect Codes are assigned by the system, they may be manipulated in order to adjust or speed up the aging process.

 

If standard minimum payments cannot be met, and the guarantor has expressed a desire to pay a specific monthly payment, an account may be set up for payment terms. There are table settings to control if these accounts will age or not. The Minimum Payment Analysis report is the most efficient way to monitor these accounts.