Billing statements and balance reminders
SI drafts polite balance reminders from the practice's aging list and holds accounts that need a person, a payment plan, or an insurance check.
Admin and operations help for small practices. SI drafts, tracks and organizes; clinicians and staff review and decide. No medical advice or clinical decisions, and patient information stays in tools covered by a BAA.
Worth knowing: Administrative support only: SI does not name a condition, recommend treatment, or make clinical decisions, and does not replace a clinician's judgment. A clinician or trained staff member reviews and approves anything clinical, billing-related or patient-facing. Patient information (PHI) is used only in tools covered by a signed business associate agreement, with access controls and the minimum necessary, never in consumer tools. SI drafts reminders only. It never sends, adjusts balances, or discounts on its own, never includes a condition or procedure in messages, and billing and collection messages follow the practice's approved wording and the rules for patient contact.
The problem
Patient balances sit unpaid because reminders are inconsistent or uncomfortable to send.
What SI does
SI builds an aging list from the billing system, drafts polite statement reminders at intervals the practice sets, flags accounts that need a personal call (payment plan, hardship, or insurance still pending), and holds accounts with open insurance questions.
Examples
The same job looks different in different businesses. These are illustrations, not client results.
- Two-dentist practice
Balances past the practice's chosen interval get a draft reminder with the amount and how to call. Accounts with an open insurance question are held.
- Med spa
The aging list flags a balance the practice marked for a personal call. The draft is not sent until a person approves it.
- Small family-medicine practice
Reminder drafts use the practice's wording and leave out any clinical detail. Staff decide which ones go out.
What it takes to set up
GemmiSI sets this up on your own equipment and accounts; your data stays with you. Before connecting anything that holds patient information, the practice confirms the tool is covered by a signed BAA, sets role-based access, and limits SI to the minimum necessary. Start with sample or de-identified material. Use the billing export and the reminder wording the practice has approved. SI drafts only. A person sends, adjusts, or writes off.
What a human still checks
- A staff member or clinician approves before anything goes to a patient, a payer, or any outside party.
- SI never sends, submits, bills, or posts on its own.
- Anything unusual goes to a "needs clinician or manager review" queue.
- The practice decides what patient data SI may see, and testing starts with synthetic or de-identified samples.
- A person approves each message, decides on payment plans, discounts, and write-offs, and checks accounts with pending insurance or disputes first.
Try it yourself
Paste this into your SI tool of choice and swap the [bracketed] parts for your own details. It asks SI to stop and show you before it does anything.
From this aging report [paste], draft polite balance reminders at these intervals [paste] using this approved wording [paste]. Flag accounts marked for a payment plan, hardship, or pending insurance, and hold those. Do not include a condition or procedure. Do not send, discount, or change a balance. Pause and show me before sending, submitting, billing, posting or changing anything. Use only the sample or de-identified information I provide; do not include any patient names or health information.
Next step
Want this built? Book a free 30-minute consult
Bring one real example, such as an export, an inbox, or a spreadsheet. We will map the steps and decide what SI drafts and what you approve.