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Client Collection Workflows

LightningStep's collection workflows streamline the process of managing client balances so organizations can efficiently collect payments and keep clients informed. These workflows enable you to generate payment plans, provide clear statements, and automate key parts of the client billing experience. With tools integrated throughout the client care cycle, collection workflows reduce administrative burden and boost transparency in financial communications.

Key Features

Inquiry Setup and Balance Tracking

Manage client balances from the initial inquiry stage. Every client starts with an inquiry, which becomes the foundation for tracking all future financial activity within the system.

Payment Plans and Invoicing

Configure payment plans tailored to each client. Store preferred payment methods, such as credit card information, and generate invoices as needed. This flexibility allows for upfront collection of payments or for coordination throughout treatment.

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Real-Time Edits and Updates

Modify payment plans, payment methods, and invoices at any stage during the client care cycle. Direct access through each client’s profile ensures quick updates and accurate records.

Estimates and Transparency

Generate cost estimates using each client’s payer details and service rates. These estimates take into account deductibles, out-of-pocket requirements, and specific services, helping everyone stay informed about costs before services begin.

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Digital Estimate Delivery and Acceptance

Easily send estimates to the client portal, where both clients and staff can review and sign. This feature ensures clear agreement on financial responsibilities ahead of any treatment.

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Itemized Statements

After services are rendered and charges are recorded, generate detailed client statements. These include all transactions—charges, payments, and adjustments—for any selected date range.

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Flexible Statement Scheduling

Statements can be scheduled for regular delivery, created by account, or generated in bulk. Clients receive up-to-date overviews of their financials without added work for your team.

Payment Allocation

Once payments arrive, allocate them to the corresponding charges within the client record. Accurate allocation ensures balances reflect real-time status and helps staff identify which accounts need attention.

Benefits

  • Faster Payment Collection: Automate manual billing tasks and simplify how your team tracks and receives payments.

  • Increased Transparency: Clients and staff always know what services cost, what’s due, and when payment is expected.

  • Streamlined Client Communication: Integrated portal features support clear, secure financial dialogues between staff and clients.

  • Reduced Administrative Work: Real-time updates and automation save time for your team while reducing errors.

How to Use Collection Workflows

Workflows are designed to adapt to the financial journey of each client. Begin by tracking the client’s balance from their first inquiry. As care continues, set up payment plans or invoices directly from the client’s profile. Use built-in features to generate accurate estimates, keep everyone aligned, and minimize financial surprises. Statements—itemized and customizable—can be created any time, and payments are matched to charges for crystal-clear balances. Clients and staff alike benefit from accessible, up-to-date financial information both in the portal and through ongoing communications.

LightningStep collection workflows make it easier to collect and track payments while keeping administrative tasks light and client communication open. For more in-depth help with specific features, refer to your internal documentation or reach out to support.