Account and DOS-Based Collection Controls

What’s New

1. Dual-Level Collection Eligibility Configuration

A new configuration allows administrators to select how balances are evaluated for collections:

• Account Level – Evaluates the total outstanding balance across the entire patient account.
• DOS Level – Evaluates balances tied to individual dates of service.

Users may:
• Enable Account Level only
• Enable DOS Level only
• Enable both levels

When the master setting is enabled, at least one level must be selected.

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2. Filters Available at Both Levels

Both Account and DOS Levels support the same configurable filters:

• Patient Balance Aging Threshold (based on the date when the balance was transferred to the patient)
– All
– 30+
– 60+
– 90+ (default)
– 120+

• Minimum Balance Threshold ($) – Numeric field
• Days Since Last Payment – Numeric field
• Minimum Statement Threshold – Numeric field

Blank numeric fields are treated as no restriction.

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3. Updated “Days Since Last Payment” Logic

The system now evaluates only appointments with actual patient payments greater than zero when applying the Days Since Last Payment filter.

• Appointments with write-offs only (no patient payment) are no longer considered valid payment activity for this calculation.

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4. Independent Evaluation Logic

When both Account Level and DOS Level are enabled:

• Each level is evaluated independently.
• Balances meeting all configured criteria at either level are eligible for collections.

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System Behavior & Rules

Master Dependency

If “Transfer Patient Balances to Agencies” is disabled:

• Account Level checkbox is disabled
• DOS Level checkbox is disabled
• All related filters are disabled
• No collection eligibility calculations occur

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Minimum Selection Validation

When the master setting is enabled:

• At least one level (Account or DOS) must be selected.
• If both are deselected, the system prevents saving and displays:

“At least one level (Account or DOS) must be selected for collection agency settings.”

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Default Behavior After Release

For existing customers:

• DOS Level remains enabled (current behavior retained).
• Account Level remains disabled unless explicitly selected.

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Numeric Field Validation

• Numeric fields accept valid numeric values only.
• Invalid entries are not permitted.
• Blank values indicate no filter restriction.

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UI & Tooltip Enhancement

The Collection Eligible Tooltip on the Patient Balance page has been enhanced:

• Previously displayed DOS-level filters only.
• Now dynamically displays active filters from:
– Account Level
– DOS Level
– Or both (if enabled)

Only configured and active filter values are shown.

How It Works 

• Navigate to Settings > Billing > Collection Settings.

• Enable Transfer Patient Balances to Agencies.

• Select Account Level, DOS Level, or both.

• Configure applicable filters at each selected level.

• Save settings.

• The system evaluates balances based on configured logic and marks eligible balances accordingly.

Benefits

• Greater flexibility in collections strategy

• Alignment with practice-level financial policies

• Clearer eligibility logic through improved tooltips

• Independent evaluation at multiple levels

• Maintains backward compatibility for existing customers