Utilizing the Patient Aging Report in iClinic

1. Introduction 

• Purpose: This guide provides comprehensive, step-by-step instructions for effectively utilizing the Patient Aging Report feature within the MDLand iClinic system. 

• Key Features: Accessing the report, viewing patient aging details, exporting data to Excel, printing aging details, and generating patient correspondence letters. 

2. Accessing the Patient Aging Report 

1. Log In:  

• Sign in to your MDLand iClinic account using your credentials. 

2. Locate the Reports Icon:  

• Click on the Reports Icon from the dashboard. 

3. Navigate to Patient Aging Report:  

• Under Billing/Account Reports, locate and click on Patient Aging Report. 

4. Report Interface:  

• A new tab will open within iClinic, displaying a list of patients with outstanding balances. 

• The Balances will be displayed in columns marked for every 30 days, up until 121+ days: 

• 0–30 days 

• 31–60 days 

• 61–90 days 

• 91–120 days 

• 121+ days 

3. Viewing Patient Aging Details 

1. Select Patients:  

• Place checkmarks in the boxes to the left of the patient's name to select one or multiple patients. 

2. View Aging Details:  

• Click View Patient Aging Detail. 

• A new tab will open displaying:  

• Patient's Insurance Information 

• Insurance ID 

• Contact Information 

• Billing ID 

• Date of Service (DOS) 

• Claim Date 

• Patient Balance 

• Unapplied Payments (if any) 

4. Exporting the Report to Excel 

1. Download Data:  

• Click the To Excel button. 

2. Download Process:  

• In Google Chrome, the file will appear in the bottom-left corner of your screen. 

3. Open the File:  

• Click the downloaded file to open it in Microsoft Excel for further analysis. 

5. Printing the Aging Details 

1. Initiate Printing:  

• Click the Print List button. 

2. Print Control Settings:  

• A new tab will open within iClinic displaying a preview of the report. 

• Click Print under the Print Control section in the upper right-hand corner. 

3. Finalize Printing:  

• A new window will open in your browser. 

• If using Google Chrome, click the Blue Print Button to complete the process. 

6. Generating Patient Payment Letters 

1. Patient Payment Letter:  

• Click Patient Payment. 

• A PDF version of the payment letter will appear, detailing payments made by the patient. 

2. Print the Payment Letter:  

• Click the Printer Icon in the top right corner to print the letter. 

7. Generating Statement of Account 

1. Statement of Account:  

• Click Statement of Account. 

• A PDF version will appear, outlining:  

• Outstanding Balance 

• Reasons for the Balance 

• Duration of the Balance 

2. Print the Statement:  

• Click the Printer Icon in the top right corner to print the statement. 

8. Combining Statement of Account and Patient Payment 

1. Generate Combined Letter:  

• Click Print Statement of Account + Patient Payment. 

• A PDF combining both letters will appear. 

2. Print Combined Letter:  

• Click the Printer Icon in the upper right corner. 

• In Google Chrome, click the Blue Print Button when the new window appears. 

9. Sending Additional Correspondence 

1. Access Correspondence Options:  

• Click the Correspondence button. 

2. Choose Correspondence Type:  

• Collection Letter (120 Days): For debts over 120 days. 

• 90-Day Letter: For debts over 90 days. 

• Bad Debt Status Letter: For multiple outstanding debts beyond 120 days. 

3. Print Correspondence:  

• Select the desired letter. 

• Click the Printer Icon to print. 

10. Best Practices 

• Regular Monitoring: Check the Patient Aging Report regularly to stay updated on outstanding balances. 

• Follow-Up: Use correspondence letters to maintain communication with patients regarding overdue balances. 

• Secure Data Handling: Ensure patient data privacy when exporting or printing sensitive information. 

11. Troubleshooting Tips 

• Missing Data:  

• Refresh the page or verify if filters are applied. 

• Export Issues:  

• Ensure your browser allows downloads and pop-ups. 

• Printing Problems:  

• Confirm printer settings and ensure proper connectivity. 

12. Support Guidelines 

• In-App Support: Use the MDLand iClinic help feature for immediate assistance. 

• Technical Support: Contact IT support for technical issues related to report generation, exporting, or printing. 

• Billing Department: Consult for questions regarding patient payments, outstanding balances, or account management. 

Thank you for following this guide. Effective use of the Patient Aging Report ensures accurate financial tracking, streamlined billing processes, and improved patient account management.