The office may wish to designate the account as a collection account.
o Access the account.
o In the Responsible Party section, click the Edit button.
o Place a checkmark in the box at “Send to Collection.”
o Click the Save button.
A series of letters may be designed which will allow the office to send increasing stronger messages to the Responsible Party regarding the overdue status of the account.
o Click the word “Setup” and select “Collection Letters Setup” from the dropdown list.
o Click the Edit button.
o Indicate the “Office Minimum Balance Over” for the accounts the office wishes to generate batch series letters.
o Indicate the “Office Minimum Balance Age Over (Days)” for which the accounts need to be considered.
o For the first letter that the account will receive, indicate the name of the letter in the “Letter 1” field. Indicate if Finance Charge should be applied when “Letter 1” is generated.
o For the second letter that the account will receive, indicate the name of the letter in the “Letter 2” field. In the “Letter Interval Over (Days) field,” input the number of days that should transpire before generation of the second letter is warranted. Indicate if Finance Charge should be applied when “Letter 2” is generated.
o For each subsequent letter, indicate similar information as was indicated for the second letter. Each letter may have a different day interval, and may be different regarding the application of finance charge.
o Click the Save button.
=Once the series has been designed, the letters may be generated for overdue accounts.
o Click the word “Reports (old)” and select “Batch Collection Letters” from the dropdown list.
o Indicate the desired date for the generation of the batch series letters.
o Indicate if Inactive Patients should be included in the generation.
o Click the Create Collection Letters button.
o If a letter should not be generated for the Responsible Party, remove the checkmark from the box in the Print column.
o Click the Print / Preview button.
o An Adobe report window will open, allowing the user to print the letter.
o In order for the letter series to be current for the next generation of the batch letters, click the Update Accounts button.
Two new filters have been added to the Batch Selection screen at Utilities > Transworld > Transworld Batch Selection.
• Exclude accounts where patient portion is paid and insurance portion is expected (checked by default/can be unchecked)
• Exclude accounts with open claims
Transworld