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Overview

The Guarantor tab contains a list of guarantor accounts in internal collections that have active collection tasks. When the account balance goes to zero, the collection task is no longer displayed. Use the Guarantor tab to create actions and to monitor collections activity.

A collection action can be applied to multiple accounts at once. Select one or more accounts, then click the applicable action button.

How to Get Here?

From the Home Page:From the Menus:Via Shortcut Keys:
  • Click Collections from the Manage list.
  • Open the Manage menu and select Collections.
  • Press [Alt] + [M] + [L].

 

(Click an image below to enlarge.)

Guarantor Tab

Guarantor Tab / General Sub-tab

Guarantor Tab / Patient List Sub-tab

Guarantor Tab / Account Notes Sub-tab

Guarantor Tab / Collection Actions Sub-tab


 


 

Field Definitions

Field

Type

Required

Description

FiltersFilterNo

Filtering options used to specify which collection tasks are listed by guarantor account.

Allows the list of collection information to be filtered by Guarantor, Account, and Collector.

As you type, the collection information in the list is filtered to show only the data that matches what was typed. To restore the list to all collection information, clear the contents of the filters.

CountRead-only (system count)YesProvides the number of items included in the collection tasks list.
Practice

Display Only

(pulled from Collections Admin)

YesThe practice associated with the collection task.
Account

Display Only

(Pulled from created/updated Accounts/Persons)

YesThe account number of the guarantor account.
Guarantor

Display Only

(Pulled from created/updated Accounts/Persons)

YesThe name of the person or organization. For a person, this column contains the last, suffix, first, and middle name of the guarantor, for example, Jones Sr., Roger Allen. For an organization, this column contains the company name. By default, the table is sorted alphabetically by this column. 
Day Phone

Display Only

(Pulled from created/updated Accounts/Persons)

Yes

The 10-digit telephone number (Day) of the guarantor.

Evening Phone

Display Only

(Pulled from created/updated Accounts/Persons)

Yes

The 10-digit telephone number (Evening) of the guarantor.

Balance

Display Only

(pulled from AR)

YesThe current balance on the guarantor account.
Last Action

Display Only

(pulled from defined Collection Actions)

YesThe action defined as Action Type in the collection action and corresponds to the last action taken in the collection effort, for example, phone call, follow-up phone call, or demand letter.
Last Action DateDisplay Only (pulled from defined Collection Actions)YesThe date defined as the Next Action Date in the collection action and corresponds to the last date that action was taken in the collection effort.
Next Action

Display Only

(pulled from defined Collection Actions)

YesThe action defined as the Next Action in the collection action and corresponds to the next action to be taken in the collection effort.
Next Action Date

Display Only

(pulled from defined Collection Actions)

YesThe date the next action is scheduled to occur based on the Collections Admin configuration. This date is automatically filled in based on the selection for the Next Action. You can accept the default date or override the date by typing or selecting another date. The year is automatically populated with the current year.
Collector

Display Only

(pulled from the Guarantor Collections assignment rules)

YesThe name of the collector to whom the task is currently assigned.
Collector Group

Display Only

(pulled from the Guarantor Collections assignment rules)

YesThe name of the collector group to which the task is currently assigned.
Address

Display Only

(Pulled from created/updated Accounts/Persons)

YesThe street address of the person or organization.
City

Display Only

(Pulled from created/updated Accounts/Persons)

YesThe city where the person or organization resides. After the ZIP Code is entered in the Search Criteria window, the city and state within that postal code populates.
St (State)

Display Only

(Pulled from created/updated Accounts/Persons)

YesThe state abbreviation of the state where the person or organization resides.
Zip (ZIP Code)

Display Only

(Pulled from created/updated Accounts/Persons)

YesThe five-digit plus the 4-digit code of the mailing address of the person or organization.
General Sub-tab  The information displayed in this sub-tab is for the selected line item at the top of the page. If multiple lines are selected, the sub-tab is blank.
Aging

Display Only

(pulled from AR)

Yes

This area has column headings that represent the aging intervals on the account. The past due amounts appear in the appropriate column based on the age of the uncollected past due balance.

For example, suppose an account has multiple service fee line items, two of which are past due. One past due amount is 92 days past due and the other is 25 days past due. The amount that is 92 days will be listed under the 91-120 column. The amount that is 25 days will be listed under the 0-30 column. As the past due amounts age, they are placed in the appropriate column according to the number of days past due.
Guarantor

Display Only

(Pulled from created/updated Accounts/Persons)

Yes

The name of the guarantor.

The field is a hyperlink that opens the Update Person / Person Information tab.
Address

Display Only

(Pulled from created/updated Accounts/Persons)

YesThe street address of the guarantor.
City/State

Display Only

(Pulled from created/updated Accounts/Persons)

Yes

The city, state, and zip code of the guarantor.

Day Phone

Display Only

(Pulled from created/updated Accounts/Persons)

Yes

The 10-digit telephone number (Day) of the guarantor.

Evening Phone

Display Only

(Pulled from created/updated Accounts/Persons)

Yes

The 10-digit telephone number (Evening) of the guarantor.

Date of Birth

Display Only

(Pulled from created/updated Accounts/Persons)

NoThe date of birth of the guarantor of the account.
Account

Display Only

(Pulled from created/updated Accounts/Persons)

Yes

The account number of the guarantor account.

The field is a hyperlink that opens the Account: [ID] page.
Account StatusDrop DownNoThe values in the drop down list assist in grouping and searching for accounts.
Returned MailCheckboxNoSets the flag to indicate mail has been returned on the account and follow-up is needed.
Last Payment Date

Display Only

(Pulled from created/updated Accounts/Active AR)

NoDate of the last patient or guarantor payment received on the account.
Last Payment Amount

Display Only

(Pulled from created/updated Accounts/Active AR)

NoThe amount of the last patient or guarantor payment.
Statement ProcessingDrop DownYes

The option controls whether statements are generated on the account. By default, the option is set to Send. Options include:

  • Send - Statement processing is set to generate statements during normal conditions and at the regular scheduled cycle.
  • Hold - Statement processing is suspended until further action taken to resume statement processing.
Next System Statement DateRead-onlyNoThe system will generate a statement for the account on the Next System Statement date. If you wish to generate the next statement on a date prior to or after the Next System Statement date, select or enter a date in the Override field.
OverrideCheckbox / Calendar DateNoIf you wish to generate the next statement on a date prior to or after the Next System Statement date, select the checkbox and enter a date in the Override field.
Patient List Sub-tab  The information displayed in this sub-tab is for the selected line item at the top of the page. If multiple lines are selected, the sub-tab is blank.
Patient

Display Only

(pulled from Case)

Yes

The name of the patient.

The field is a hyperlink that opens the Update Person / Person Information tab.  
Date of Birth

Display Only

(pulled from Person Information)

YesThe date of birth of the patient.
Age

Display Only

(pulled from Person Information)

YesThe age of the patient.
Alert

Display Only

(pulled from Person Information)

No

The alert text that was entered for the patient on the Person Information tab. This alert text appears in a Message pop-up window whenever the patient or guarantor linked to the patient is selected. For example: Change of address needed.

Account Notes Sub-tab  The information displayed in this sub-tab is for the selected line item at the top of the page. If multiple lines are selected, the sub-tab is blank.
Created

Read-only

(system-generated)

YesThe date and time the note was saved.
Case

Read-only

NoThe Case ID for a case with notes entered on the Notes tab. Click the hyperlink to open the applicable Case: [ID] page.
Note

Display Only

(pulled from created Notes)

Yes

The text of the note.

Type

Display Only

(pulled from created Notes)

Yes

The Note Type assigned during creation of the note. Options include:

  • Account
  • Case
  • Collection
  • Payment
  • Refund
Created By

Read-only

YesThe person who created the note.
Collection Actions Sub-tab  

This sub-tab is used to review the actions that have occurred on the selected collection task. Collection actions can be created as needed. 

The information displayed in this sub-tab is for the selected line item at the top of the page. If multiple lines are selected, the sub-tab is blank.

Action Date

Read-only

(system generated when the action is created)

YesThe date and time the action was initiated. The action date is displayed in the following format: mm/dd/yyyy.
Note

Display Only

(pulled from created Action/Action Series)

NoThe text of the note added to the action.
Initiated By

Read-only

(system generated when the action is created)

YesThe name of the person who initiated the action. For a system-generated action, this value is System. For an action entered by a person, the value is displayed in the following format: last name suffix, first name, and middle name, for example, Smith Jr., John Adam.
Action

Display Only

(pulled from created Action/Action Series)

No

The description of the action. This description can be system-generated or entered by a user.

Samples include:

Action TypeDescription
System

Guarantor balance transferred to internal collections.

Guarantor balance returned from internal collections.

User

Called Mr. Smith to discuss a payment plan.

Called Mrs. Jane Jones and left voicemail message.

Next Action

Display Only

(pulled from created Action/Action Series)

NoThe pre-defined action the collector will perform next in the series of actions. The Action Type is defined in the practice configuration and determines the series of events that will occur in the collection effort.
Next Action Date

Display Only

(pulled from created Action/Action Series)

NoThe date the next action is scheduled to occur based on the practice configuration. This date is automatically filled in based on the selection for the Next Action Type. You can accept the default date or override the date by typing or selecting another date. The year is automatically populated with the current year.
Letter

Display Only

(pulled from created Action/Action Series)

No

The identification number assigned to the collection letter when it is generated.

Only populated if the action has a collection letter attached to it.

Collection letters can be generated and printed on demand or printed later in a collection letter batch from the Collection Letters page.

Letter Layout

Display Only

(pulled from the action types created for the practice)

No

The collection letter that is linked to the action. This layout determines the content of the collection letter.

Only populated if the action has a collection letter attached to it.
Printed At

Read-only

(system generated when the letter is generated)

No

The time and date that the letter was initially printed.

Only populated if the action has a collection letter attached to it.

Button Descriptions

Button

Shortcut Keys

Description

Step-By-Step Guides

Guarantor Tab
Search[Alt] + [S]

To search and locate guarantor accounts in collection.

  1. Click Search. The Guarantor Search Criteria window opens.
  2. Enter search criteria.
  3. Click OK.
Account[Alt] + [A]To review and manage a guarantor account.
  1. Select the account to review.
  2. Click Account. The Act: [ID] page opens.
Reassign[Alt] + [R]To reassign collection tasks from one collector to another for either guarantor or insurance collections.Reassigning Collection Tasks
Print[Alt] + [P]

To generate the Guarantor Collection Tasks report, which contains the contents of the collections tasks that are currently listed on the Guarantor tab, excluding collection actions.

  1. Click Print. The report is displayed in the default preview window.
Ext. Transfer[Alt] + [X]To transfer service fee lines of a guarantor account in guarantor collections from active AR to external collections. Transferring to External Collections
Message[Alt] + [M]To create a message or task for another Connect user related to the guarantor collections on the practice.
  1. Click Message.
  2. The Message window opens.
  3. Open the To drop down list and select the message recipient(s).
  4. Enter a Subject for the message.
  5. (Optional) If the message pertains to assigning a task, select the Task checkbox.
  6. (Optional) If the Task option is selected, the Due Date field is enabled and a date must be entered.
  7. Enter the Message text.

    The Guarantor Collections and Account information auto-populates the Message field upon creation of the message. It can be edited if needed.
  8. Click Save.
Payment PlanNot applicable

To create a payment plan on the guarantor account with outstanding balances.

Creating Payment Plans
Create[Alt] + [C]To create a collection action for guarantor and insurance collection tasks. Creating Collection Actions
Print Letter[Alt] + [I]To print a collection letter from the Collection Actions section.Printing Collection Letters on Demand
General Sub-tab
Demand StatementNot applicableTo generate a statement before the regularly scheduled statement cycle.Generating Demand Statement
Patient List Sub-tab
Update[Alt] + [P]To update the person record.
  1. Select the patient/person to be updated.
  2. Click Update.
  3. Update the patient information.
Account Notes Sub-tab
Search[Alt] + [E]To find a note.
  1. Click Search. The Search Criteria window opens.
  2. Enter search criteria.
  3. Click OK.
Create[Alt] + [T]

To add a note to the account.

Creating Account Notes

 

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