Generating Statement for Patient Balances

How does the Billing Department Generate a Statement for Patient Balances?

Generating a patient statement is an important part of the billing process. Before creating a patient statement, it is recommended that all payments from patients and payers be posted and applied. In this help document, you’ll discover how ITB Pro allows you to generate a patient statement with a few clicks.

Secondary Billing-Batch

  1. Before generating a batch of statements the Secondary Billing Link should be reviewed and all secondary’s created.
  2. Generate a batch of statements

You can generate a batch of patient statements, which you can either electronically transmit (if you are set up for Electronic Statements) to our third-party vendor who prints and mails the statements to patients on your behalf or print the statements (from a PDF file) to mail to patients. 


  • Prior to generating a batch of statements, post and apply all insurance and patient payments, and confirm that you have created all secondary claims. If these are not completed, the statements will not be inaccurate.
  • Envelope size: #10 double window envelope

To navigate to Statements

Hover over the Billing menu and select Statements.


Generate Statements

  1. Select a saved Template or enter Statement Formatting, Statement Options, and Scheduling Options.
  2. Click Generate Statements.

Your batch is queued. Note: The Time is PT.


Statement Formatting

This section highlights a few formatting features.

Rendering Providers

To generate a practice statement, select the All Providers option. To generate a provider statement, select the Selected Provider option.

If you selected the Selected Provider option, select a Date of Service date range and Statement Location.


You can opt to filter the patients by selecting the Selected Patient(s) option. Select Patient Search to search for the patients you want to send statements to or select Patient Range to choose the alphabetical range by the patients' last names.

A/R Balances

Clients most commonly select All Balances greater than $0.00 or Min/Max BalanceAll Balances – including zero-dollar balances are insurance charges that have no patient responsibility.

Standard Message

If you have a default Standard Message in Administration: Statement Messages, that message displays here. 

A/R Aging Messages

If you select Include, the statement will pull the AR aging messages that you set up on the Administration: Statement Messages page, which are based on AR aging.


Statement Options

  • Skip if generated in last x days: You can skip generating statements for a selected number of days. Select the check box and type the number of days.
  • Save as new template: To save the statement format as a template, select the check box and type a Title. This template will then appear under Statement Templates as a saved template.
  • Display Statements on Patient Portal: To enable patients to view their statements in the Patient Portal, select the check box.

Scheduling Options

  1. To generate statements on a schedule, select the Generate statements using this template on a schedule check box and select a Delivery Date.
  2. Select any additional options.

Transmit or Print the Statement Batch

The statements are placed in a batch that appears on the right side of page. To open the batch, click the date.

  • Patient Statements: Includes all patient statements.
  • Guarantor Statements: Includes all guarantor statements. This allows for easy printing and mailing for all related patients.
  • Excluded for COB: Includes patients who may need a secondary claim. To generate statements for the excluded for COB patients, select the Include in Batch check box and click Add to the Batch. This is an added convenience to ensure accurate statements.
  • Statement ID: Click to view a statement, which opens in a new tab.
  • Format/Exclude: If you do not want a statement to go out with the batch, select Exclude for that statement.
  • Transmit All Statements: If you are set up for e-statements, click Transmit All Statements to queue the batch for transmission.
  • When you are ready to print the batch, click GoNote: Batches are in groups of 100. Make sure to print all of the statements.