Send your billing statements electronically and let someone else do the printing, sorting, folding, stuffing, sealing, stamping, and mailing for you.
Sending billing statements can be time consuming. Even after preparing the statements in Dentrix, you still have to spend several hours or even a whole day printing, sorting, folding, stuffing, sealing, stamping, and mailing them. That’s time you could spend with your patients or working on other important tasks.
There’s an easier way to do billing statements. After you prepare them in Dentrix, QuickBill can electronically send your billing statements to a clearinghouse where they are professionally printed, folded, and mailed for you.
In this article, you’ll learn the benefits of sending statements through QuickBill. You’ll also learn how to set up QuickBill, send billing statements, and run QuickBill reports.
When you use QuickBill, you no longer need to purchase blank billing statement forms, envelopes, and stamps. That’s all covered as part of the QuickBill service. For a few cents over the cost of the stamp, QuickBill covers all of your other billing statement expenses.
When billing statements are processed, QuickBill verifies all statements against the National Change of Address Verification (NCOA) service to ensure accurate delivery. Any address corrections are reported back to you so you can update your patient files, making it easier to stay in touch with patients who have a new mailing address and ensuring that they receive their statements.
Because QuickBill includes address bar codes on the envelope, the post office can deliver your billing statements to your patients faster. The top portion of the statement is perforated for easy removal and remittance. A business reply envelope is also provided with the statement, making it easier for patients to return payment to you.
What’s more, QuickBill lets you put your logo on statements and include an additional information sheet describing specials or other information you want to share with patients.
Setting Up QuickBill
Before you can set up QuickBill, you need to register to use the QuickBill service by calling 1-800-734-5561. When you register, you will be assigned a QuickBill customer ID that you’ll need during QuickBill setup.
You set up QuickBill in the Office Manager. From the Maintenance menu, point to Practice Setup, and then click Electronic Billing Setup. Click OK at the QuickBill Fast Forward dialog box. In the QuickBill Setup dialog box, you will first click Register and use the eServices Registration Wizard to enter your username and QuickBill customer ID that you received from eServices Customer Support.
After completing the eServices Registration Wizard, in the QuickBill Setup dialog box, you will then set the Connection Method (Internet or Dial-up) and Transfer Method (such as FTP, HTTP, HTTPS) to use when transmitting billing statements electronically. QuickBill defaults to HTTPS for secure transmission. It’s best to always select the Try other… option; that way, QuickBill will try all the options and set the one that works as the default. If you are using the latest version of eSync, you can click eSync Setup to configure eSync to verify billing statement addresses using the NCOA service.
You will also need to set up at least one user account to use when processing billing statements. (The user account lets you control who has access to QuickBill.)
If you are sending billing statements on behalf of multiple providers, you can set up different user accounts. To set up the user accounts, click Setup Users, use the QuickBill User Setup dialog box to add the user accounts you will need, and then click Close. If you want to be able to review your billing statements before printing them and select which statements you want to print, in the Office Manager, from the Maintenance tab, point to Practice Setup, and then click Preferences. Click the Print Options tab, select Verify Billing Statements to Send, and click OK.
To send billing statements using QuickBill, begin by sending statements to the Batch Processor as you normally would in Dentrix. In the Batch Processor, select the statements you want to send to QuickBill, then click the Electronic Billing Submission button on the Office Manager toolbar.
When the Electronic Billing Submission dialog box appears, make sure Selected Billing Statements is selected, and click OK.
QuickBill sends the billing statements that you selected to the clearinghouse, and the Sending Statements dialog box shows you the progress of the transfer. When the statements have been sent, a message states, “Your statements have been successfully sent and all statement reports are received.”
Running QuickBill Reports
Every time you send billing statements, QuickBill returns two electronic billing transmission reports and saves them in your Batch Processor. The QuickBill Submission Report includes the number of billing statement pages transmitted and the associated charges. The QuickBill Detail Report lists the patients billed and the total amount billed to each patient. You can print these reports from the Batch Processor to your office printer or to the Document Center for electronic archiving.
Let QuickBill simplify your billing statements and save you time by doing the printing, sorting, folding, stuffing, sealing, stamping, and mailing for you. Your patients will receive professional looking statements along with a pre-printed return envelope to complete the billing cycle quickly.
Read “Billing Statements Made Easier” and “Make Billing Statements Easier for Patients to Understand” to get ideas about other ways to simplify your billing process.
To learn more about Billing Statements, see the Generating Billing Statements topic in the Dentrix Help.
Visit https://www.dentrix.com/products/eservices/quickbill for more information about QuickBill.
By Roger Gagon, Senior Editor
Originally published in Dentrix Magazine, Summer 2011