Collection Agency Workflow

 

✅ 1. Enabling Collection Agency Automation

To configure the system for automatic patient balance transfers to collection agencies:

1. Navigate to:
   Settings >Practice>My Practice> Billing > Collection Agencies
2. Enable:
   Transfer Patient Balances to Collection Agencies
3. Configure the following fields:
   • Balance Aging Threshold: Defines how old the balance must be (e.g., Current, 120+ days).
   • Minimum Balance Threshold ($): Set the minimum dollar amount for balances eligible for transfer.
   • Days Since Last Payment: Define the number of days since the patient’s last payment before triggering a transfer.

The system uses these settings to determine which balances qualify for transfer.

 

✅ 2. Collection Eligibility Indicators

When a patient’s balance meets the configured criteria, CureMD displays a collection agency eligibility icon in the following locations:

• Scheduler – Check-In Panel
  A small icon next to the patient name indicates eligibility. Hovering shows the tooltip: “Patient Eligible for Collection Agency”.

• Patient Demographics Screen
  Displays the same icon in the header section with a tooltip showing eligibility or the transferred amount, e.g., “Balance $1000.00 transferred to Collection Agency.”

These indicators help staff identify collection-eligible patients at the point of scheduling or patient review.

✅ 3. Patient Balances – Actionable Insights

Navigate to:
Billing> Alerts > Patient Balances (New Screen)

This module shows balances broken down by aging buckets and highlights the Collections Eligible total. Users can:

• Write Off:
  • Select the account and click Write Off.
  • Provide a reason and comments.
  • Confirm by clicking Write Off again.

 

• Move to Collections:
  • Select the eligible account.
  • Click Move to Collections.
  • Review the details and click Move to finalize the transfer.

 

The patient balance is immediately updated, and a collection agency flag appears across the system.

 

✅ 4. Filtering Patient Balances

Users can apply filters based on:

• Patient/Account Number
• Provider or Location
• Appointment date range
• Balance range (Min/Max)

Click Apply to filter or Clear Filters to reset.

 

✅ 5. Viewing Transferred Balances in Payment Screens

In the Patient Payment module, the system clearly separates:

• Outstanding Balances – Due but not in collections
• Patient Balances in Collections – Already transferred based on criteria

 

 

Users can:

• View Transfer Date, Provider, Location, and Balance
• Record new payments using Cash, Check, or other methods
• Allocate or leave the amount unapplied as needed

 

These views appear consistently in both the Patient Payment screen and Scheduler-based payment model.

 

💡 Best Practices

• Set aging and balance thresholds based on organizational policy.
• Regularly monitor Patient Balances for transfers or manual actions.
• Educate staff to recognize collection icons and act accordingly during scheduling or check-in.
• Use filters to manage and review balances efficiently.