> ## Documentation Index > Fetch the complete documentation index at: https://help.elationhealth.com/llms.txt > Use this file to discover all available pages before exploring further. # Sending Statements > Learn how to generate and send patient statements in Elation Billing This article provides step-by-step instructions on how to generate and send patient statements in Elation Billing. ## Overview ### What is Sending Statements? Sending statements is the process of generating and delivering patient billing statements that show balances due after insurance adjustments. Statements can be sent via mail, email, or text message. ### Why is Sending Statements important? Patient statements communicate outstanding balances and provide convenient payment options. The Send Statements workflow is best for sending comprehensive breakdowns of patient financials, while Quick Payment Requests are more suitable for immediate payments during or shortly after visits. ## Workflow Instructions ### Example Statement #### First Page The **Phone Number** listed will be your practice's Billing Phone, as designated in your Practice Settings. When there is a **Responsible Party** on file, their information will populate in the Address Panel. The **Patient's** name will appear at the top of each statement page. Sample patient statement showing 364.16 due by 07/01/2023, with new charges of 650.00, adjustments of $285.84, and payment options via mail, phone, or online at ElationPay.com with payment code 174. #### Subsequent Pages Subsequent Statement Pages will offer a breakdown of each claim line, including DOS, CPT and Description, Charge, Insurance Payment, Patient Payment thus far, Adjustment Amounts, and the Patient Balance. Patient statement page 2 for Samwise Gamgee showing charge breakdown: three claim lines with DOS, CPT codes, insurance payments, adjustments, and patient balances totaling $364.16 owed. *** ### Generating and Sending Statements 1. **Navigate** - Select the **Send Statements** page from the **Patient** drop-down menu. Patients drop-down menu with "Send Statements" highlighted in a red box, below "New Patient" and above "Statement Mailing Status" 2. **Configure Settings (Optional)** - To add Global Notes to statements, automate text/email statements, and update the DBA listed on statements, refer to the toolbar in the upper-right: Send Statements page toolbar with three highlighted buttons: Global Notes (green), Automated Statement Reminders (yellow), and Settings (blue gear icon). * **Global Notes** - Add a note that will appear at the top of all statements (must be active/starred at the time you send) * **Automated Statement Reminders** - Turn on Text/Email Bots. See [Text/Email Bot](/articles/textemail-bot) for more information * **Settings** - Set the practice's DBA/Name that appears on statements Statement Settings modal with General tab selected, showing "Practice Name Shown on Statements" field where the practice DBA name should be entered. 3. **Apply Patient Payments (Lightning Bot)** - This will apply unapplied Patient Payments to outstanding balances. If you DO NOT want to apply payments, click **NEXT** to skip. **Lightning Bot will:** * Find unapplied patient payments * Apply all copays to matching DOS only (copays collected on a Superbill that has yet to be Settled will be reserved) * For all other unapplied payments, match DOS and apply * Apply any remainder to the oldest balances Send Statements Step 1 – Apply Payments screen, showing the Lightning Bot's four automatic steps and the "Apply Patient Payments" button alongside a Skip option. "Apply Payments" confirmation dialog with description "This will apply patient payments to any open balances they may have," showing APPLY NOW and CANCEL buttons. 4. **Generate a Statement List** - Set the filters to narrow down who will be on the statement list. Default settings: * Balances greater than \$10 * Haven't received a statement (of the types selected) in a month * Statement Type * Statement Due Date - Due in 30 Days * Color-Coded statements Step 2 - Generate Statements screen with default criteria: patient balance ≥$10, 30 days since last statement, type set to Mail/Email/Text, due in 30 days, color coded for aging format. ### Color Coded Statements for Aging Statements that are Color Coded for Aging will present as follows: * **First Statement** - Green highlights Sample patient statement for a first-statement mailing, showing $364.16 due by 07/01/2023, with payment options via mail, phone, or online at ElationPay.com. * **Second Statement** - Yellow highlights Second Notice patient statement with yellow highlights, indicating this is a second-statement aging level. Shows $250.00 due by 05/26/2023 with payment options for mail, phone, and online. * **Subsequent, Pre-Collections, and Collections Statements** - Red highlights Sample statement with red highlights indicating a subsequent, pre-collections, or collections statement. Shows $15.00 balance due 07/07/2023 with "FINAL NOTICE" header. 5. **Review the List and Select Recipients** - On the list, you can review the balance, the color of the next statement, and the number of statements already received since their last payment. Step 3 Send Statements screen showing 4 patients with balances, checkboxes for selection, a "2 Patients Not Receiving Statements" alert, Mail delivery option checked, and the Send Statements button. **Delivery options:** * **MAIL** - Physical mailed statement. Mailed statements will accrue a [delivery charge](/articles/what-are-the-delivery-charges-for-sending-patient-statements-in-elation-billing). * **EMAIL** - Requires [Online Payments](/articles/activate-online-payments) activation * **TEXT** - Requires [Online Payments](/articles/activate-online-payments) activation The icons for PHONE/EMAIL indicate if you have contact info on record. Patients without phone/email cannot receive text/email statements. > Additional features: > > * View patient **UNAPPLIED** payments in a sortable column > * Click **NO STATEMENT** to see patients NOT receiving statements (statements blocked) Elation Billing does not initiate statement delivery automatically. Staff must manually send statements from the patient profile. > Patient Details dialog for Oscar A. Grouch with the "No Statements" checkbox checked and highlighted, indicating statements are blocked for this patient. > > 6. **Select Recipients** - Click **Select All**, or hold **CTRL** and click multiple patients to select or unselect them. Once all are selected, click **Send Statements**. If you have a large batch of statements, it may take a few minutes to process. Patient Last Mailed Statement Dates aren't updated until mailing is confirmed. *** ### What a Patient Receives #### Mail See the [Example Statement](#example-statement) section above for mailed statement examples. #### Email Emails will be sent from [no\_reply@email.billing.elationemr.com](mailto:no_reply@email.billing.elationemr.com): Elation email statement showing "Account Statement – Pay Online" header, practice name "@Sample Elation," a thank-you message, and a "View Statement" button patients click to access ElationPay. By selecting **VIEW STATEMENT**, patients are redirected to ElationPay.com. #### Text Patients will receive: -> **Thank you for your visit to \[Practice]. Please click on the link below to make a payment. \[ElationPay link]** *** ### Online Patient Payments Make sure to [Activate Online Payments](/articles/activate-online-payments) before sending email or text statements. Patients can pay online at [ElationPay.com](https://billing.elationemr.com/pay.html) - this site is provided on the Statement itself, as well as linked in Email/Text statements. #### ElationPay.com When navigating to ElationPay.com, patients will see: ElationPay patient portal showing Peregrin Took's $335 balance, statement history dates, payment amount field pre-filled with 335, and Pay Now button. The Patient Account Number/Payment Code is present when navigating from text/email statements, and is also on the mailed statement: Sample patient statement showing $364.16 due by 07/01/2023, with payment options for mail, phone, and online (elationpay.com), and placeholders for Global Notes and Patient Notes. #### Viewing Balance and Making Payments The patient can click any date to view that statement. After determining a Payment Amount, they select **Pay Now** to proceed to the payment page: ElationPay payment request form showing 335.00 due for outstanding balance, with billing info fields and a checked "Keep this card on file" option before clicking Pay 335.00. *** ### Managing Individual Patient Statements On a patient profile page, click **Statements** to: * View previous statements * Mail a one-off statement * Edit the statement counter manually Patient profile for Samwise Gamgee showing a $26.84 balance, with an arrow pointing to the Statements button next to "Collect Now." Patient Statements dialog showing Statement Counter at 0 with Edit button, two previously sent statements dated 12-10-2019 and 09-05-2019, and a Send Statement button. #### How to Update/Reset Statement Counter Patient Statements dialog showing Statement Counter at 0 with the EDIT button highlighted, used to manually reset the statement count since last payment. ## Related Articles * [Activate Online Payments](/articles/activate-online-payments) * [Text/Email Bot](/articles/textemail-bot) * [What are the Delivery Charges for Sending Patient Statements in Elation Billing?](https://help.elationhealth.com/articles/what-are-the-delivery-charges-for-sending-patient-statements-in-elation-billing) * [Posting a Payment in Elation Billing](/articles/posting-a-payment-in-elation-billing)