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Overview

The Collections Admin pages are comprised of seven tabs:

The Guarantor Collections tab includes rules to automate internal collection processes for past due guarantor accounts and defines actions for executing the internal collections effort for all practices at the enterprise level.

A practice from the Guarantor Collections tab can be selected and updated to access its unique Guarantor Collections: [Practice Name] page. From here, the enterprise-level rules and actions can be customized for the selected practice.

How to Get Here?

To open the Guarantor Collections tab:

From the Home Page:
From the Menus:
  1. Click Collections Admin from the Admin list.
  2. Click the Guarantor Collections tab.
  1. Open the Admin menu and select Collections Admin.
  2. Click the Guarantor Collections tab.

To open the Guarantor Collections: [Practice Name] page for a specific practice:

From the Home Page:From the Menus:Via Shortcut Keys:
  1. Click Collections Admin from the Admin list.
  2. Click the Guarantor Collections tab.
  3. Select the practice from the Practice Configuration table.
  4. Click Update.*

*Alternate Navigation: Double-click the practice from the list.

  1. Open the Admin menu and select Collections Admin.
  2. Click the Guarantor Collections tab.
  3. Select the practice from the Practice Configuration list.
  4. Click Update.
  1. From the Collections Admin / Guarantor Collections tab, select the practice to be modified.
  2. Press [Alt] + [U].

(Click an image below to enlarge.)

Guarantor Collections Tab

Guarantor Collections: [Practice Name] Page





Field Definitions

Field

Type

Required

Description

Guarantor Collections Tab
General Information Section


Enterprise Rules

Free Text (Numeric)

Yes

These options are used for configuring the selection parameters for guarantor accounts. To configure guarantor collections activation, enter the criteria for tagging a guarantor account in guarantor responsibility as internal collections in Connect.

The following criteria is required to activate guarantor collections:

Generate a task when the outstanding account balance is greater than $_____ , AND

The value used to evaluate the account balance, for example, $5.00. Enter the dollar amount to use for part one of the criteria. Field is used to define account balance qualification minimum.
The balance is more than ___ days past due ANDThe value used to evaluate whether the account is past due, for example, 45 days. Enter the number of days to use to determine delinquency. A value between 0 and 999 can be entered. Field is used to define account age qualification minimum.
No guarantor payment of $_____ or _____% whichever is higher, has been made in the last _____ days.

A guarantor payment, meeting minimum requirements, defined by a dollar amount or a percentage, is delinquent a set number of days. Qualification is determined by the higher value between $ and %.

  • Percentage value must be between 1-100.
  • Days value can be between 0 and 999.

When an account meets all of these conditions, the account will be tagged as internal collections and guarantor collection activities will begin in Connect. The service fee lines remain in active AR.

Force delinquent payment plan accounts to collections.CheckboxNoIf checked, accounts with missed payment plans will generate collection tasks.
Delinquent payment grace period (days): ____Free Text (Numeric)NoIdentifies the grace period for missed payments before collection tasks are generated.
Suspend statements when moved into collectionsCheckboxNo

If checked, all account statements (across the enterprise) are put on hold when the account is sent to Guarantor Collections (either manually or automatically). By default, the option is not checked.

If the account is on a Payment Plan, the statement hold will not be triggered.
Accounts are automatically removed from the statement hold once they reach $0 balance in Guarantor Collections.
Force Collection Action Notes to show as Account NotesCheckboxNoIf checked, all Collection Action Notes are automatically also added to the Account/Notes tab and tagged as Note Type: Collections.
Practice Configuration Table


Practice

Display Only

(Pulled from created/updated Practices)

YesA listing of all practices for the account with overview collections setup information (enabled, level).
Collections Enabled

Display Only

(Pulled from created/updated Guarantor Collections: [Practice Name] Page)

Yes

Collections designation of the practice.

  • If collections is enabled for the practice (via the Guarantor Collections: [Practice Name] Page), the "Yes" value is displayed in the field.
  • If collections is disabled for the practice, the "No" value is displayed in the field.
Assignment Level

Display Only

(Pulled from created/updated Guarantor Collections: [Practice Name] Page)

Yes

Collections assignment level designation of the practice.

  • If collections task assignment is tied to the enterprise level rules, the "Enterprise" value is displayed in the field.
  • If collections task assignment is customized to follow practice specific rules (defined via the Guarantor Collections: [Practice Name] Page), the "Practice" value is displayed in the field.
Guarantor Collections: [Practice Name] Page
Enable Guarantor Collections

Checkbox

No 

Locks and unlocks the practice's participation in Guarantor Collections. If unchecked, all fields on the page are disabled.

Task Generation Section


Override Enterprise Generation RulesCheckboxNo

Designates if the practice is following the enterprise-level Guarantor Collections rules or the rules defined at the practice-level. If checked, the Task Generation fields are enabled for definition.

If the Override Enterprise Generation Rules field is unchecked, the enterprise-level information is displayed in read-only format in the fields.
Enterprise RulesFree Text (Numeric)Yes

These options are used for configuring the selection parameters for guarantor accounts. To configure guarantor collections activation, enter the criteria for tagging a guarantor account in guarantor responsibility as internal collections in Connect.

The following criteria is required to activate guarantor collections:

Generate a task when the outstanding account balance is greater than $_____ , AND

The value used to evaluate the account balance, for example, $5.00. Enter the dollar amount to use for part one of the criteria. Field is used to define account balance qualification minimum.
The balance is more than ___ days past due ANDThe value used to evaluate whether the account is past due, for example, 45 days. Enter the number of days to use to determine delinquency. A value between 0 and 999 can be entered. Field is used to define account age qualification minimum.
No guarantor payment of $_____ or _____% whichever is higher, has been made in the last _____ days.

A guarantor payment, meeting minimum requirements, defined by a dollar amount or a percentage, is delinquent a set number of days. Qualification is determined by the higher value between $ and %.

  • Percentage value must be between 1-100.
  • Days value can be between 0 and 999.

When an account meets all of these conditions, the account will be tagged as internal collections and guarantor collection activities will begin in Connect. The service fee lines remain in active AR.

Force delinquent payment plan accounts to collections.CheckboxNoIf checked, accounts with missed payment plans will generate collection tasks.
Delinquent payment grace period (days): ____Free Text (Numeric)NoIdentifies the grace period for missed payments before collection tasks are generated.
Suspend statements when moved into collectionsCheckboxNo

If checked, the account's statements are put on hold when the account is sent to Guarantor Collections (either manually or automatically). By default, the option is not checked.

If the account is on a Payment Plan, the statement hold will not be triggered.

Accounts are automatically removed from the statement hold once they reach $0 balance in Guarantor Collections.

Force Collection Action Notes to show as Account NotesCheckboxNoIf checked, all Collection Action Notes on the account are automatically also added to the Account/Notes tab and tagged as Note Type: Collections.
Task Assignment Section 

Assigns internal collectors to the guarantor accounts tagged as internal collections. These options are only available when the Enable Guarantor Collections option is selected.
Assignment Type Drop DownYes

Determines how accounts are assigned to internal collectors. Accounts can be assigned alphabetically by guarantor name or by a specified dollar amount.

Options include:

  • Name Range (default) - The range of letters for the guarantor last names that determines how accounts are assigned alphabetically to the internal collector, for example, A to D, E to H or A to Z.
  • Balance Range - The range for the dollar amount that determines how accounts are assigned to the internal collector, for example, $500 to $2,500.00.

If you change the Assignment Type, any values in the Task Assignment table that have been configured will be deleted.

Default Collector Drop DownYes 

Any accounts that are not identified and distributed via the assignment rules are assigned to the designated Default Collector.

Default ActionDrop DownYesAny tasks created that fall outside the assignment table rules or fall within a rule without a defined default action will be assigned the designated Default Action.
Assignment Rules Table 

The criteria for assigning accounts to internal collectors by the first letter in the guarantor name or by a dollar amount range.

  • For name, you might enter A through D for one collector and E through H for another collector.
  • For balance, you might enter $500 through $2,500 for one collector and $2,501 through $10,000 for another collector.
From / To

Display Only

(Pulled from created/updated Task Assignment)

Yes

For Name Range, the first letter of the guarantor name in the From and To columns defining the range of letters for the guarantor names to assign to the internal collector.

For Balance Range, the dollar amount range for the account balance to assign to the internal collector.

Collector / Group

Display Only

(Pulled from created/updated Task Assignment)

YesThe assigned collector, or group, for the range.
Action / Series

Display Only

(Pulled from created/updated Task Assignment)

No The assigned action, or action series, for the range.

Button Descriptions

Field

Shortcut Keys

Description

Step-by-Step Guides

Guarantor Collections Tab


Update[Alt] + [U]To modify the guarantor collections rules and task assignment for the selected practice.
  1. Select the practice to be modified.
  2. Click Update. The Guarantor Collections: [Practice Name] Page opens.
  3. Make modifications as needed.
  4. Click Save or Apply to save the changes.
Guarantor Collections: [Practice Name] Page


Ad[Alt] + [D]

Defines a collection task assignment rule.

  1. Click Add. The Add Task Assignment window opens.

    Note: The Practice and Assignment Type fields default based on the practice and defined Assignment Type for the practice.
  2. Enter the From/To values relevant to the rule being defined.
  3. Open the Collector/Group drop down list and select the assignee (individual or group) for the rule being defined.
  4. (Optional) Open the Default Action/Series drop down list and select the action or action series to assign based on the rule.

    Note: This is not required if a common, or default, action is not valid or useful for the assignment rule.
  5. (Optional) Mark the Missed payment plan account only checkbox if the rule should only be applied to accounts which are delinquent in their payment plan.
  6. Click Save or Save & Add Next to save the new collection action and create an additional one.
Update[Alt] + [U]

Updates a collection task assignment rule.

  1. Select a task assignment rule to be modified.

  2. Click Update. The Update Task Assignment window opens.

    Note: The Practice and Assignment Type fields default based on the practice and defined Assignment Type for the practice.

    Update the relevant information:

  3. Enter the From/To values relevant to the rule being defined.
  4. Open the Collector/Group drop down list and select the assignee (individual or group) for the rule being defined.
  5. (Optional) Open the Default Action/Series drop down list and select the action or action series to assign based on the rule.

    Note: This is not required if a common, or default, action is not valid or useful for the assignment rule.
  6. (Optional) Mark/Unmark the Missed payment plan account only checkbox if the rule should/should not only be applied to accounts which are delinquent in their payment plan.
  7. Click Save or Save & Add Next to save the new collection action and create an additional one.

Remove

[Alt] + [R]

Removes an assignment rule.
  1. Select the assignment rule to be deleted.
  2. Click Remove. The rule is removed from the list.


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