Electronically Transmit Statements

You can electronically transmit statements from the Statements page. Statements are electronically sent to our third-party vendor who prints and mails the statements to patients on your behalf. You can check the status of these transmittals on the Statement Logs page.

To subscribe to electronic statements, contact your NextGen Healthcare Sales representative.

Electronically Transmit Statements

Before you can transmit statements, you must generate a batch of patient statements. Statements are batched at 6:30 PM Pacific Time. One month of activity appears under Statements History. The time zone under Statements History is Pacific Time.

1. In NextGen® Office PM, select Billing > Statements.
2. To open a batch, select the date.

3. To queue the statements for transmittal, select Statement.

Remove Statements from the Transmittal Queue

You can remove statements from the transmittal queue up until 6:00 PM Pacific Time on the same day. 

1. In NextGen® Office PM, select Billing > Statements.
2. Select Remove from Queue.
3. To confirm the removal, select OK.

Confirm Statement Transmittal

You can confirm the success of a statement transmittal on the Statement Logs page. Since statuses are not immediately updated, we recommend waiting at least 15 minutes or checking later in the day.

In NextGen® Office PM, select Billing > Statement Logs.

All statements you have ever generated appear, including those that were not transmitted. Use the filter options to narrow down the list of statements.

Column Descriptions

Column	Description
Statement ID	Select the statement ID to view or download the individual statement as a PDF.
Statement Date	Date that the statement was generated
Transmission Date	Date that the statement was transmitted
Patient Name	Patient's name
Guarantor Name	Guarantor's name. The statement is mailed to the guarantor.
Status	Electronic transmission status (see Status Definitions)
Notes	Information returned from the US Postal Service regarding address reconciliation. Included are address updates, delivery issue information, and mail rejection errors (see Rejection Messages).

Status Definitions

Status	Definition
NO STATUS	Not transmitted
READY_TO_SEND	Marked for transmission
SENT_TO_VENDOR	Batched for vendor
ACCEPTED	Successfully mailed
REJECTED	See Rejection Messages

Rejection Messages

The table below provides information about statement rejection messages, our business rule, and the suggested action. 

Rejection Message	Summary	Business Rule	Suggested Action
Last line is bad or missing	There was no City, State, and ZIP Code input to standardize.	Do not mail	Contact the patient to confirm the mailing address.
Bad city and no ZIP	The record includes something that might be a city name, but no match for it can be found in the City directory. The record includes a valid state. The record doesn't include a ZIP code, so no lookup in the ZCF directory is possible.	Do not mail	Contact the patient to confirm the mailing address.
Bad city and bad ZIP	The record includes something that might be a city name, and something that might be a ZIP Code. However, both of them are invalid, because no match for either of them can be found in the City and ZCF directories.	Do not mail	Contact the patient to confirm the mailing address.
Bad ZIP, can't determine which city match to select	The record may or may not include a ZIP Code. If it contains a ZIP Code, no match for it can be found in the ZCF directory. When looking up the record's city and state in the City directory, ACE finds two or more matching cities in the state. Because the ZIP Code is bad or missing, ACE cannot determine which city or ZIP Code to assign.	Do not mail	Contact the patient to confirm the mailing address.
No primary address line parsed	There was no street address line input for standardization.	Do not mail	Contact the patient to confirm the mailing address.
Street name not found in directory	No match for the record's street name can be found in the ZIP4 directory. Perhaps the street name is misspelled or badly abbreviated. If the address line contains indecipherable language that might be interpreted as a part of the street name, this also can result in this error.	Do not mail	Contact the patient to confirm the mailing address.
Primary range is missing	The street address line does not have a specific house number.	Do not mail	Contact the patient to confirm the mailing address.
Primary range is invalid for street/route/building	The house number does not fit the range of house numbers for that street.	Do not mail	Contact the patient to confirm the mailing address.
Predirectional needed, input is wrong or missing	The ZIP4 directory indicates that a predirectional is required to choose between possible matches. However, either the record doesn't include a predirectional, or its predirectional is invalid (not listed for that street). For example, when the record shows "Elm" or "North Elm," but the directory lists only "East Elm" and "West Elm," then ACE assigns this error.	Do not mail	Contact the patient to confirm the mailing address.
Suffix needed, input is wrong or missing	The ZIP4 directory indicates that a suffix is needed to choose between possible matches. However, either the record doesn't include a suffix, or its suffix is invalid (not listed for that street). For example, when the input is "Elm" or "Elm Road," but the directory lists only "Elm Street" and "Elm Avenue," ACE assigns E423.	Do not mail	Contact the patient to confirm the mailing address.
Suffix & directional needed, input wrong or missing	The ZIP4 directory indicates that both a suffix and a directional are needed to choose between possible matches. However, either the record doesn't include a suffix and directional, or its suffix and directional are invalid (not among those listed for the street).	Do not mail	Contact the patient to confirm the mailing address.
Postdirectional needed, input is wrong or missing	The ZIP4 directory indicates that a postdirectional is required to choose between possible matches. However, either the record doesn't include a postdirectional, or its postdirectional is invalid (not among those listed for the street). For example, ACE assigns E427 when the record has "Elm" or "Elm North," but the directory lists only "Elm East" and "Elm West."	Do not mail	Contact the patient to confirm the mailing address.
Bad city, can't select an address match	The record's city name is missing or invalid. The ZCF directory shows that the record's ZIP Code applies to two or more city names. In the ZIP4 directory, ACE can find matches for the address line in at least two of those cities. ACE can't use the record's city to break the tie on the address line, nor use the address line to choose a city name.	Do not mail	Contact the patient to confirm the mailing address.
Possible addr. line matches too close to choose one	The ZIP4 directory contains two or more address lines that resemble the input address line. However, the resemblance between potential matches is so close that ACE cannot choose one over another.	Do not mail	Contact the patient to confirm the mailing address.
Other Error	This error is a catch-all error code assigned when no more specific code can be assigned. Usually it indicates that no potential match meets the minimum confidence level, or that there is an unresolved tie between two or more potential matches.	Do not mail	Contact the patient to confirm the mailing address.
Marked by USPS as unsuitable for delivery of mail	According to the USPS, no delivery to this address is possible. The address is listed in the ZIP4 directory, but the record is tagged as undeliverable by the USPS. It might be a cemetery, parking ramp, or condemned building.	Do not mail	Contact the patient to confirm the mailing address.
Possible street name matches too close to choose	The ZIP4 directory contains two or more street names that resemble the record's street name. However, the resemblance between potential matches is so close that ACE cannot choose one over another. For example, if the street is "Kings" but the directory lists "King" and "Kins," both of the possible matches are equally similar to the street name.	Mail	If the mail is returned by the USPS, contact the guarantor/patient to confirm the address.
Foreign	The address is not within the domestic United States, territories, or possessions. Note: If these are mailed, they will mail at the higher rate for international mail.	Mail	If the mail is returned by the USPS, contact the guarantor/patient to confirm the address.
ZIP not in area covered by partial ZIP+4 Directory	All information is valid, but the city is not available in the Zip4 grid. This would not cause mail to go undelivered.	Mail	If the mail is returned by the USPS, contact the guarantor/patient to confirm the address.
Overlapping ranges in ZIP+4 directory	There is an overlap of Zip4 areas at this address. This would not cause mail to go undelivered.	Mail	If the mail is returned by the USPS, contact the guarantor/patient to confirm the address.
Matched to undeliverable default record	The record is an address that does not exist in the USPS directories. This address is not suitable for delivery. A record will be classified as E505 by ACE if it is a default record. It’s created as a placeholder in the directories and doesn’t exist in the USPS data. It is either missing the necessary secondary information (such as apartment number) or contains invalid secondary information.	Mail	If the mail is returned by the USPS, contact the guarantor/patient to confirm the address.
DPV failed	Street number/street name cannot be matched back to a physical building, suite number. Note: If these are mailed, they will mail at a higher postage.	Mail	If the mail is returned by the USPS, contact the guarantor/patient to confirm the address.
Recipient moved without providing a forwarding address to the USPS	Recipient moved without providing a forwarding address to the USPS. The person has moved to a foreign address or the person moved, but left no forwarding address or the PO Box has been closed.	Do not mail	Contact the patient to confirm the mailing address.
New address could not be provided. Addressee has moved.	New address could not be provided. Addressee has moved.	Do not mail	Contact the patient to confirm the mailing address.

Electronic Statement Change Request Form

If you are already subscribed to e-statements and need to change the information our third-party vendor (who prints and mails the statements) has on file for your practice, complete and email the e-statement change request form to Implementation_NGO@nextgen.com. The form is included in this article as an attachment.

 

See Also:
Generate a Batch of Patient Statements