> ## Documentation Index
> Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Patient Statement Billing — User Guide

> Module: Practice Management (PM-16) Last Updated: 2026-02-23

**Module:** Practice Management (PM-16)\
**Last Updated:** 2026-02-23

***

## Overview

The Patient Statement Billing module enables your organization to generate patient statements, track delivery across channels (print, email, portal), manage payment plans, and process financial assistance applications.

## Quick Reference

| I need to…                  | Pattern                                   | Location                                                  |
| --------------------------- | ----------------------------------------- | --------------------------------------------------------- |
| Trigger a statement run     | Generate Statements dialog from runs list | [Triggering a Statement Run](#triggering-a-statement-run) |
| Review delivery outcomes    | Delivery history dialog by run/statement  | [Delivery History](#delivery-history)                     |
| Set up a payment plan       | New Payment Plan workflow                 | [Creating a Payment Plan](#creating-a-payment-plan)       |
| Submit financial assistance | New Application workflow                  | [Submitting an Application](#submitting-an-application)   |
| Review assistance decision  | Review action with approve/deny options   | [Reviewing an Application](#reviewing-an-application)     |

***

## Prerequisites

You need the following permissions:

| Permission                       | Required For                           |
| -------------------------------- | -------------------------------------- |
| `pm.statements.view`             | View statement runs and deliveries     |
| `pm.statements.generate`         | Trigger new statement runs             |
| `pm.statements.manage`           | Edit/manage statement runs             |
| `pm.payment_plans.view`          | View payment plans                     |
| `pm.payment_plans.create`        | Create payment plans                   |
| `pm.payment_plans.edit`          | Edit existing payment plans            |
| `pm.payment_plans.delete`        | Delete payment plans                   |
| `pm.financial_assistance.view`   | View financial assistance applications |
| `pm.financial_assistance.create` | Submit new applications                |
| `pm.financial_assistance.review` | Approve or deny applications           |

***

## Statement Runs

### Viewing Statement Runs

1. Navigate to **Practice Management → Statement Runs**.
2. The list shows all statement runs with type, status, start time, and count of statements generated.
3. Click any row to view the detail page with linked statements and delivery history.

### Triggering a Statement Run

1. From the Statement Runs list, click **Generate Statements**.
2. In the dialog, select:
   * **Run Type:** On-demand, scheduled, or cycle-end.
   * **Date Range:** The billing period to include.
   * **Minimum Balance:** Optionally filter by minimum amount due.
3. Click **Generate** to start the run.
4. The run will appear with status **Pending**, then transition to **In Progress** and finally **Completed** or **Failed**.

### Statement Run Statuses

| Status      | Meaning                               |
| ----------- | ------------------------------------- |
| Pending     | Run created, not yet started          |
| In Progress | Actively generating statements        |
| Completed   | All statements generated successfully |
| Failed      | Run encountered errors                |
| Cancelled   | Run was cancelled before completion   |

***

## Payment Plans

### Viewing Payment Plans

1. Navigate to **Practice Management → Payment Plans**.
2. The list shows all plans with patient name, total amount, frequency, status, and remaining balance.

### Creating a Payment Plan

1. Click **New Payment Plan**.
2. Fill in:
   * **Patient:** Select the patient.
   * **Total Amount:** The total balance to be paid.
   * **Installment Amount:** Amount per payment.
   * **Frequency:** Weekly, bi-weekly, or monthly.
   * **Start Date / End Date:** Payment schedule period.
3. Click **Save**.

### Payment Plan Statuses

| Status    | Meaning                                  |
| --------- | ---------------------------------------- |
| Active    | Payments being collected                 |
| Paused    | Temporarily suspended                    |
| Completed | All payments received                    |
| Defaulted | Patient missed payments beyond threshold |
| Cancelled | Plan cancelled                           |

***

## Financial Assistance

### Viewing Applications

1. Navigate to **Practice Management → Financial Assistance**.
2. The list shows all applications with patient name, type, requested amount, and status.

### Submitting an Application

1. Click **New Application**.
2. Fill in:
   * **Patient:** Select the patient.
   * **Application Type:** Charity care, sliding scale, or hardship.
   * **Requested Amount:** The amount of assistance requested.
   * **Household Size / Annual Income:** Required for eligibility determination.
   * **Supporting Documentation:** Optional notes or references.
3. Click **Submit**.

### Reviewing an Application

1. Open the application detail page.
2. Click **Review**.
3. In the review dialog:
   * Select **Approve** or **Deny**.
   * If approving, set **Approved Amount**, **Discount Percentage**, and **Effective Dates**.
   * Add review notes.
4. Click **Submit Review**.

***

## Delivery History

Each patient statement tracks its delivery history:

1. From a Statement Run detail or Patient Statement, click **View Deliveries**.
2. The dialog shows all delivery attempts with method (print/email/portal/text), status, and timestamp.

***

## Troubleshooting

| Issue                                      | Resolution                                                                              |
| ------------------------------------------ | --------------------------------------------------------------------------------------- |
| Statement run stuck in "Pending"           | Check Edge Function logs; the run-statement-cycle function may need to be re-triggered. |
| Cannot create payment plan                 | Verify you have `pm.payment_plans.create` permission.                                   |
| Financial assistance review button missing | You need `pm.financial_assistance.review` permission.                                   |
| Delivery shows "Failed"                    | Check that patient email/portal access is configured correctly.                         |

***

## Related Documentation

Specification: [specs/pm/specs/PM-16-patient-statement-generation-billing-communications.md](../../specs/pm/specs/PM-16-patient-statement-generation-billing-communications.md)

* [Admin Guide](./patient-statement-billing-admin-guide.md)