How to Mail (and email) out Your Patient Statements - Upload a File

To send out patient bills, export a patient statement file from your practice sofware, and upload it to ARproactive.com.

Find your practice software below.  Every 1st of the month (or whenever you’re ready to mail patient statements) follow the steps below for your software. 

• Don't see your software listed?  Contact us to provide you instructions.
• Looking to change / switch your practice software? 
• If you're onboarding and doing a test upload, we will not mail out anything. 

 

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Axys (from Red Sail Technologies)

 

 

Step 1.  Confirm all patient invoices are accurate (preview) and make any corrections

1. Open the mega menu (the ladder icon  at the top right) 
2. Click Billing Tasks (in the Financial section)
3. On the Billing Tasks tab, Filter for Description "Create invoice"
4. Select each invoice one by one.
5. Click "Open".  (DO NOT click Generate.  Clicking generate will not allow you to go back to make any corrections.  It will also generate an individual CSV file.)
6. On the Billing Details tab, review accuracy of line items, make any corrections, then click "Close" (or Ctrl+Q)
7. Repeat this for all invoices.  (If your process does not require this step, then skip to Step 2.)

Step 2.  Generate the patient invoices

1. Open the mega menu (the ladder icon  at the top right) 
2. Click Billing Tasks (in the Financial section)
3. On the Billing Tasks tab, Filter for Description "Create invoice"
4. Select all invoices. You can click the checkbox in the header row, to select all invoice checkboxes.
5. Click Generate. This will generate one CSV file for all invoices.  This will happen in the background.  (Generate cannot be undone.  So make sure to do Step 1. Preview first.)
6. Repeat the same steps for "Generate Statements".  (This is for patients with a past due balance.) Filter for Description "Generate Statements"
7. Select all invoices. You can click the checkbox in the header row, to select all invoice checkboxes.
8. Click Generate.
9. Click Print.  This will generate one CSV file for all statements.  This will happen in the background.  (Generate cannot be undone.  So make sure to do Step 1. Preview first.)

Step 3. Download from Axys

1. Open the mega menu (the ladder icon  at the top right) 
2. Click Interfaces (in the Administration section)
3. Look for Description is "AR Proactive"
4. Click AR Proactive 
5. Click Transactions button at the far right
6. Select the most recent transactions (generated from Step 2 above).  There will likely be 2 transaction (and therefore 2 downloads)
   1. Invoices (current charges)
   2. Statements (past due charges)
7. Click Download
8. The CSV (.csv) files will download to your browser's default Download folder.
   
   

Step 4. Upload to AR Proactive

1. Go to ARproactive.com > Login > Patient Billing > Uploads > click Create a job
2. Click Choose File for both the Invoice and Statement file, and navigate to the folder location.  There must be only one Invoice file (and one Statement file, if any patients have past due charges.)  See below what to do if you mistakenly generated multiple invoice CSV files.
3. Click Upload files and start job
4. You’re done!  Our team will be automatically notified of you new upload.

 

 

 

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CentralReach (ABA software)

 

Step 1.  Run the Billing Export and Client Report

1. Log in to CentralReach
2. Run the Billing Export (as a CSV file)
3. Run the Client Report (as a CSV file)

Step 2. Upload to AR Proactive

1. Go to ARproactive.com > Login > Patient Billing > Uploads > click Create a job
2. Click Choose File for both the Billing and Client Report, and navigate to the folder location. 
3. Click Upload files and start job
4. You’re done!  Our team will be automatically notified of you new upload.

 

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Clinicient

Step 1.  Run the Statements report

1. Open Clinicient
2. Go to Print > Statement > Patient Statements (screenshots on the next page)
3. It’s recommended to use the default settings (or else you can make changes in the Create Statements and Statement Settings tabs).
4. click Save
5. Set “Create Statements As Of” to yesterday’s date.  For example, if today is 7/13/2021, set it to 7/12/2021.  (This is so the statements capture the most recent activity)
6. Click Preview to do any error checking
7. Click Save to File and pick a folder you can access

Step 2. Upload to AR Proactive

1. Go to ARproactive.com > Login > Patient Billing > Uploads > click Create a job
2. Click Choose File, and navigate to the folder location. 
3. Click Upload files and start job
4. You’re done!  Our team will be automatically notified of you new upload.

 

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ComputerRx

Step 1.  Run the Statements report to get CSV files

1. Go to: WinRx > Accounts > Audit information > Export Full Charge Data (DrugStoreCharge, VFI)
2. Select “Starting date” to be 12 months in the past (to capture all dates of service that may be on this bill) > click Ok
3. Click “Ok” to acknowledge that 4 CSV files were created in your Pharmacy folder.  You’ll retrieve these files later in Step 2.

Step 2.  Locate the files in the Pharmacy folder

1. Usually, there is a desktop link called “Pharmacy Shortcut” to the pharmacy folder.  (If you’re unsure, CompuerRx support can tell you where it is.)
2. In the Pharmacy folder find the 4 CSV files.  The files are called: AccountMaster.csv, DetailMaster.csv, RxMaster.csv, TicketMaster.csv.
   1. Sorting by date from most recent to oldest, will help.   
   2. (You can ignore the PDF of patient bills that may have been generated, which is called Stmt-[yyyymmdd].PDF or similar.)

 

Step 3.  Upload the files to AR Proactive

1. Go to ARproactive.com > Login > Patient Billing > Uploads > click Create a job
2. Click Choose File, and navigate to the folder location of the patient statement file you exported above.
   1.  If you need to exclude certain patients, click here to see how you can upload an Exclusion List.  
3. Click Upload files and start job
4. You’re done!  Our team will be automatically notified of you new upload.
   
   

 

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FrameworkLTC

Step 1.  Run the Print Statements report

1. Billing > Print detail > Statements > Select Pharmacy
2. Select Create VFI Interface File to export to the VFI file format.
3. Remember the folder where you save the file.
4. Just in case, FrameworkLTC support is (412) 492-9841.  

 

Step 2. Upload to AR Proactive

1. Go to ARproactive.com > Login > Patient Billing > Uploads > click Create a job
2. Click Choose File, and navigate to the folder location to select the statement file you exported above.
   1.  If you need to exclude certain patients, click here to see how you can upload an Exclusion List.  
3. Click Upload files and start job
4. You’re done!  Our team will be automatically notified of you new upload.

 

 

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Liberty Software

One-time setup before the first mailing

1. Setup Patient IDs
   1. If patient ID’s do not already appear on your patient statements, ask Liberty support (800) 480-9603 to turn on patient ID’s in Liberty.  
   2. This will automatically assign patient ID’s to new accounts.  
   3. For old accounts, you will need to assign a patient ID manually.
   4. Patient ID’s are required to work with AR Proactive.
2. Setup VFI Statements
   1. Go to Liberty > System > Interfaces > VFI Statements
   2. On the VFI Export popup > Settings
   3. Check the box Enable FTP file transfer
   4. Enter URL: 159.203.122.169
   5. Username: ask AR Proactive support.  Password: ask AR Proactive support (ARP internal how-to is here)

Every 1st of the month (or whenever you’re ready to mail patient statements)

1. Go to Liberty > System > Interfaces > VFI Statements (see screenshot above)
2. On the VFI Export popup > Export > Ok
3. Your statement file will be automatically sent to us (via FTP) for mailing. You're done!

 

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Pioneer

Step 1.  Run the Statements report

1. Go to Account > Create Statements
2. Check Export statements with format in “3. Create statements for this period”
3. Select Vintage VFI in the file format dropdown
4. Select the file location to save the file with the 3 dots.  Select Desktop or somewhere you can find the file. 
5. Click (Re)print statements.  This will save a file to your chosen folder.  

Step 2. Upload to AR Proactive

1. Go to ARproactive.com > Login > Patient Billing > Uploads > click Create a job
2. Click Choose File, and navigate to the folder location. 
3. Click Upload files and start job
4. You’re done!  An automatic email will tell our team you uploaded a new file.

 

 

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Rx30

One-time setup before the first mailing

1. Turn on patient statement export inside Rx30 for charge accounts
   1. Go to Rx 30 > F1 > PO > 5. Vendors
   2. Add a new record in Vendor Record Maintenance with these values (see snip below):
      1. Name: AR Proactive
      2. Address: 2821 W Estes Ave, Chicago, IL 60645
      3. Phone: (773) 669-7989
      4. Account (username): Contact us to request "an Rx30 FTP login"
      5. Password: Ar@ftp11
      6. FTL-URL: 159.203.122.169
      7. Submit code: A
      8. All other fields can stay as the default.
   3. Press F4 Save
2. Associate each billing cycle with AR Proactive vendor
   1. Go to AR > “04 Billing Cycle Maintenance”
   2.  Choose each Cycle Code that will be mailed by AR Proactive
   3.  Change the “Statement Form” dropdown from “Plain paper statement” to “AR PROACTIVE” (if this option is not available, choose the default “VFI Statement File”, or “!AR_VFI”)
   4. Press F4 Save
   5. If you have multiple Billing Cycles, select each Cycle Code, and associate the "Statement Form" like in the previous step.

Every 1st of the month (or whenever you’re ready to mail patient statements)

• Note: send us the VFI patient statements before closing/compressing the month. 

• If this is not done correctly, and the VFI file is generated after closing the month, then the file will not show line items, only a "Previous balance".

1. Go to Rx30 > “08 Statement”
2. Choose Billing cycle 
3. Click F5 Print. Wait while Rx30 prepares the file.  (It’ll say “STATEMENT PRINT IN PROGRESS” at the top right.)
4. A popup appears asking “Submit VFI statement now via FTP?” select Y (yes)
5. Wait a few minutes.
6. When the screen refreshes choose Vendor: AR PROACTIVE (see snip below)
7. Click “F4 Begin” (at the very bottom of the screen) and the file will be transferred (via FTP) to our servers.   After a while, you will see “FTP Process Complete” (at the bottom right).
8. Email support@arproactive.com to let us know you’ve uploaded a file, so we can process it.  (This is needed the first time you upload, to make sure everything worked.)
9. You did it!  Our team will process your file.  
   
   

 

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QS/1 Primecare

Step 1.  Run the Statements report

1. Open QS/1 PrimeCare > A/R > Statements > VFI Statements
   1. select group code (if applicable) > Next > Next
   2. select Print option > populate statement date and pay by date, “in care of” is optional

 

1. Do not “Age and Reset accounts” until after you’ve successfully uploaded the file to AR Proactive and the statements were mailed out.

1. Finish > Next (it’s optional to enter “A/R Alternate Store Information”)
2. if you’re on a workstation (typical) click “Write to secondary” which defaults to C:\QS1 or select a folder
3. click Export

If you get the following popup, you may need to select a different folder location, or you can try clicking “Ok”

 

The file is saved in the folder you select, with the name “QS1VFI.DAT”, or similar.  (You may need to rename the file from “QS1VFI.DAT” to “QS1VFIDAT” so that the file format is correct.)

 

Step 2. Upload files to AR Proactive

1. Go to ARproactive.com > Login > Patient Billing > Uploads > Create a job
2. Click Choose File, and navigate to the folder location.  (In Chrome you can drag and drop the file onto the Choose File button).
3. Click Upload files and start job
4. You did it!  An automatic email will tell our team you uploaded a new file.

 

 

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SuiteRx

 

Step 1.  Run the Statements report

 

1. Open SuiteRx
2. Click Reports > Statement
3. Select the dates and parameters you usually choose 
4. Click Ok
5. Wait for the Account Statement report appears on screen, like this:
6. Click  Action  >  Export to...  
7. In the popup window select the following:
   1. Format: select CSV with header
   2. Path: click Browse to select a folder where the exported file will be saved, that you can find later
   3. Click Export.  The .csv file be saved to the selected folder.

 

Step 2. Upload files to AR Proactive

1. Go to ARproactive.com > Login > Patient Billing > Uploads > Create a job
2. Click Choose File, and navigate to the folder location to select the file you exported from SuiteRx above. 
   1. If you need to exclude certain patients, click here to see how you can upload an Exclusion List.  
3. Click Upload files and start job
4. You did it!  An automatic email will tell our team you uploaded a new file.