Collection Status Table

By using Collection Status codes, you can control the migration path of an account in the collection process and determine which collection letter (if any) should to be sent to the patient. The information contained in this table determines how long the account remains in each status code (if the balance remains unpaid), and where the account gets transferred to.

The Collection Status Table provides the following functions:

When an account enters the collection process and is assigned to a collection status, a Coll Sta: field appears in the Guarantor section of the Patient Summary Screen and displays the current collection status.

The Collection Status Table is preloaded with a complete set of sample Collection Status codes. This allows you to implement the collections process as quickly as possible if you choose to use these codes. The preloaded table is only a sample. You can modify, delete, or create new codes that may better suit your practice.

Review the following preloaded Collection Status codes and their descriptions. Even if you choose not to use them, reviewing them will provide you with a greater understanding of how status codes are utilized to control the migration path of accounts in the collections process.

Code Descriptions and Actions

1 Past Due Reminder: Any accounts that have a past due balance which are not already in the collection process are assigned to this collection status as determined by the Acct Date or Patient Aging and Age to Enter Collections fields in Patient Collections Integration.; The Past Due Reminder collection letter accompanies this status and will print for all accounts in this status when you perform the Print Collection Letters function.; Collections waits 30 days (or the number you specify in the Days to Remain in Status field) and, if the account is still past due, transfers the account to Collection Status code 2-Seriously Past Due.
2 Seriously Past Due: The Seriously Past Due collection letter accompanies this status and will print for all accounts in this status when you perform the Print Collection Letters function.; Collections waits 30 days and, if the account is still past due, transfers the account to Collection Status code 3-Collection Turn Over Review.
3 Collection Turn Over Review: Accounts in this status appear on the Review for Turn Over Report where you can determine which accounts should receive a Final Notice and be turned over to a third party collection agency.; Collections waits ten days and, if the account is still past due, transfers the account to Collection Status code 4-Final Notice.
4 Final Notice: The Final Notice collection letter accompanies this status and will print for all accounts in this status when you perform the Print Collection Letters function.; Collections waits 10 days and, if the account is still past due, transfers the account to Collection Status code 9-Collection Turn Over Approved.
5 Payment Plans: Accounts in this status are patients that have agreed to a fixed payment plan, and have been making payments in accordance with the plan. If any patient in this collection status fails to make the payment or pays less than the agreed amount, their account is automatically transferred to Collection Status code 6-Payment Plan Failed.; Note: You must leave the Days to Remain in Status and Transfer to Next Status Code fields blank for this status code.; Accounts remain in this status code until they are no longer past due, until they fail to meet their payment plan arrangements, or until you manually change the status.
6 Payment Plan Failed: Any account that agrees to a fixed payment plan, but fails to meet it, is transferred to this status.; NOTE: You must leave the Days to Remain in Status and Transfer to Next Status Code fields blank for this status code.; Accounts remain in this status code until they are no longer past due or until you manually change the status code.
7 Accounts Being Worked: Accounts in this status are the ones that you are currently working on or will be working on.; Note: You must leave the Days to Remain in Status and Transfer to Next Status Code fields blank for this status code.; Accounts remain in this status code until they are no longer past due, or until you manually change the status code.
8 Partial Payment: Any patient that does not have an established payment plan (meaning they are not currently in Status Code 5 or 6) and makes a partial payment, are transferred to this status code. These accounts are typically treated more gently than those who fail to make payments under an established payment plan.; The Partial Payment collection letter accompanies this status and will print for all accounts in this status when you perform the Print Collection Letters function.; Collections waits 10 days and, if the account is still past due, transfers the account to Collection Status code 7-Accounts Being Worked.
9 Collection Turn Over Approved: Accounts in this status are moved to the collection database and their delinquent balances are written off by the Move Accounts to Collection Database function.