Skip to main content
Kareo and PatientPop are now Tebra. Becoming Tebra will take time and we appreciate your patience as we transition to the new brand experience.Learn More
Tebra Help Center

Email Balance Reminders

  1. Last updated
  2. Save as PDF
Updated: 09/28/2023 | Views: 5084

Patient Portal and Tebra Payments or Patient Collect (Stripe) activated practices have the option to send Text Balance Reminders and/or Email Balance Reminders to accelerate patient collections and drive online payments. After balance reminders are sent, review the Patient Statements Delivery Report as part of the monthly closing activities.

Email Balance Reminders can be sent to patients who have a valid email address on file and one of the following:

  • In the web platform, Email has been enabled under Patient Communications.
  • In the Desktop Application (PM), the patient is opted into receiving email notifications within the patient record.

Note: This feature is not available for accounts with Instamed activated. To enable Email Balance Reminders, contact Customer Care for assistance.

Send Email Balance Reminder

In compliance with relevant consumer laws, the option to send Email Balance Reminders is not available before 8:00 AM and after 9:00 PM for all time zones.

  1. After preparing patient statements, click Send Statements at the bottom of the Find Claim window. The Send Patient Statements - Select Criteria window opens. 
    • To navigate from the Practice Home window, click Encounters > Send Patient Statements.
 Desktop_FindClaim_SendStatements.png
  1. Filter Patients: Enter the appropriate criteria to filter the patients.
    Note: The criteria auto-populates with the Default Batch Options set in the Patient Statement Options.
    • Automated Patient Billing enabled customers: To exclude all patients scheduled to receive automated statements, click to select "Exclude patients on Automated Patient Billing".
    • To exclude patients with payment cards on file, click to select "Exclude patients with card on file".
  2. Statement Delivery: Click to select the "Email" method.
    Note: In compliance with relevant consumer laws, this method is not available before 8:00 AM and after 9:00 PM for all time zones.
  3. Click SHOW PATIENTS. The Send Patient Statements - Confirm Patient List window opens. 
 Desktop_SendPatientStatements_SelectCriteria_Email.png
  1. Review the patient list and information.
    • If applicable, click to clear the checkbox on the left of the patient ID number to exclude the patient from receiving a statement.
    • To view the email on file, click the patient name to open the Patient record then select the General tab. Close the window to return to the patient list.
  2. Click Send Patient Statements. A confirmation pop-up appears. 
  3. Click Yes to confirm. The Email Balance Reminders are sent and the Patient Statements Sent window opens.
 Desktop_SendPatientStatements_ConfirmPatList.png
  1. Make the appropriate selection to mark the patient statements as sent:
    • "Yes": Selected by default and updates the status of the claim(s) to Pending patient. 
    • "No": Click to select "No" if the status of the claim(s) should remain as Ready to send statements
  2. Click Finish. 
 Desktop_SendPatientStatements_Finish.png

Patient Experience

Patients receive the email within an hour of the Email Balance Reminders being sent so they can securely make a payment or access the Patient Portal and view the details of their statement.

Make a Payment

  1. The patient clicks Make a Payment within the email. The Make a Payment page opens in a new browser.
 PatExp_EmailBalRem.png
  1. The patient clicks to select the payment amount to pay. 
    Note: The patient can click I want to see my statement before I pay to access the Patient Portal and view their statement first.
    • "Pay full Amount": To pay the total amount owed.
    • "Pay other amount": To enter a different payment amount.
  2. The patient enters the credit card information.
    • If the patient has Apple Pay, Google Pay, or Microsoft Pay set up, the Choose payment method section displays an icon for selection to process the payment. 
  3. The patient clicks Submit Payment. 

Once submitted, the payment shows as an unapplied payment under the Online tab of the Find Payment window.

 PatExp_MakeaPmt_EmailBalRem.png

Create Account and View Statement

  1. The patient clicks Make a Payment within the email. The Make a Payment page opens in a new browser.
  2. The patient clicks I want to see my statement before I pay. The Welcome to Tebra Patient Portal page opens.
    • If the patient has already registered and has an existing Patient Portal account, the Patient Portal Sign in page opens. Upon sign in, the Your Bill Details page opens for the them to review the information and the patient would proceed to step 5.
  3. Under the Create you account section, the patient enters the information: Email, Password, Date of Birth, and last four of digit of their SSN.
  4. The patient clicks Create Account. The Your Bill Details page opens for them to review the information.
 PatExp_CreatePPAcct_EmailBalRem.png
  1. The patient clicks Pay Now to make a payment. The Make a Payment page returns.
 PatExp_BillDetails_EmailBalRem.png