Patient statements
Generate a date-ranged statement of charges and payments for a patient.
Overview
A patient statement is a chronological summary of every invoice and payment in a date range. Used for insurance claims, tax records, or simply patient request.
Prerequisites
- Owner, Admin, or Billing Staff role
- The patient has at least one invoice or payment in the chosen range
Steps
Open the patient profile. Patients list → click row.
Switch to the Billing tab.
Click "Generate statement". Modal opens.
Pick the date range. This year, last year, last 90 days, last 30 days, or custom.
Pick the format. PDF (default, print-friendly), CSV (machine-readable for accountants).
Select what to include. Invoices, Payments, Credits, Refunds. Default: all. Some patients only want a payment summary for a specific year (e.g., for tax).
Click "Generate". PDF downloads to your computer. Email-to-patient option is also available.
Verify the statement. Open and check the totals: opening balance + invoices - payments + adjustments = closing balance. Mismatch indicates a data issue worth investigating.
Expected outcome
- A statement file containing every transaction in the chosen range
- Totals reconcile (opening, in, out, closing)
- Statement archived in the patient's documents tab
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| Statement empty | No transactions in range | Widen the date range |
| PDF generation fails | Browser blocking | Try in incognito; check the docs tab — the file is saved server-side |
| Totals don't add up | Refunds counted in wrong column | Check the underlying records; report to support if persistent |
| Email to patient never delivered | Patient email not on file or bounced | Use download instead and hand over |
| Wrong currency | Multi-tenant cross-currency edge | Single tenant always one currency; if wrong, escalate |