The Payments Summary page in Practice by Numbers is your command center for tracking collections, managing Accounts Receivable (AR), and automating patient payment follow-ups. This page gives your team clear visibility into what’s been collected, what’s still owed, and which balances need action—so nothing slips through the cracks.
This guide walks through each section of the page, what it shows, why it matters, and how to take action.
Collection History and AR Metrics
Total Collected
This total shows how much your practice has collected through PbN Payments. It updates automatically as patients make payments, giving you real-time insight into revenue collected.
Collections Over Time (Chart)
This 24-month bar chart displays monthly collections by channel (POS and Online).
Why it matters:
Identify trends or seasonal slowdowns
Measure the impact of payment reminders and follow-up automation
Track growth after workflow changes
Accounts Receivable (AR) Snapshot
This section breaks down what is currently owed:
Total AR – Total outstanding balance
Patient AR – Amount patients are responsible for
Insurance AR – Amount pending from insurance claims
This quick snapshot helps your team understand where balances are coming from at a glance.
AR Distribution Bar
A visual breakdown of patient AR by aging and status, including:
Aging Buckets: 0–30 days, 31–60 days, 61–90 days, 91+ days
Status Indicators
Scheduled – Follow-up will begin soon
Under Follow-Up – Patient is actively receiving reminders
Follow-Up Exhausted – Automation completed with no payment
Outstanding with Claims – Balance pending insurance resolution
Use this bar to quickly identify overdue balances and see which ones are actively being worked.
Status Cards Overview
payment process:
Scheduled – Patients set to enter follow-up in the next 7 days
Under Follow-Up – Patients currently receiving automated reminders
Outstanding – Patients with balances and no follow-up scheduled
Follow-Up Exhausted – Patients who completed follow-up but haven’t paid
Follow-Up Expired - Follow-up ended with no messages sent
Each card links directly to a detailed tab where you can take action.
Tab-by-Tab Guide
Scheduled Tab
Purpose: Review patients set to begin follow-up soon and take early action.
Why It Matters: Gives you a chance to review or adjust before automation begins.
Columns Displayed:
Patient Name
Payment: Amount owed
Days Left: When follow-up will start unless you take action
Actions:
▶️ Start Follow-Up early
⏸️ Snooze (pause follow-up)
❌ Cancel (remove from follow-up entirely) To start follow-ups, navigate to the Scheduled tab, select the queued patients, and click Start Follow-Up to activate the sequence.
Use this list to stay ahead of your automation and avoid unnecessary reminders (e.g., if the claim is still pending). This guide is particularly useful for staying organized and initiating follow-ups in a targeted manner.
Pending One-Time Payment Requests (Bottom Section)
Purpose: Review payment links you’ve sent manually that haven’t been paid yet.
Why It Matters: Cancel outdated or duplicate links to prevent confusion.
Columns Displayed:
Patient Name
Payment: Amount requested
Pending Since: Date the request was sent
Action:
❌ Cancel Request
This section is especially helpful after one-time requests have been sent from the Outstanding or Follow-Up Exhausted tabs.
Under Follow-Up Tab
Purpose: Manage patients currently in the automated follow-up process.
Why It Matters: These are your active collections—monitor progress and make changes if needed.
Columns Displayed:
Patient Name
Patient Status: Active/inactive
Payment Due: Amount still owed
Added On: When the patient was added to follow-up
Follow-Ups Completed: How many reminders have been sent
Actions:
📝 Edit Payment Link: Add invoice, notes, or documents
⏸️ Pause Follow-Up
🚫 Remove From Follow-Up
Helpful for checking if patients are engaging and deciding if additional steps are needed.
Outstanding Tab
Purpose: View patients who owe money but aren’t currently in any follow-up sequence.
Why It Matters: These patients may have been missed—take manual or automated action to begin collection.
Columns Displayed:
Patient Name
Patient Status: Active/inactive/not a patient
Past Due: Aging of the balance
Balance: Total amount owed
Pending Claim: Yes/No
Actions:
▶️ Schedule Follow-Up
✉️ Send One-Time Request
⏸️ Snooze (pause follow-up until ready) To schedule follow-ups, check the box next to the patient’s name in the Outstanding Balances list. Confirm your selection to move them into the follow-up queue.
Use filters at the top to narrow by:
Claim status
Billing type
Aging
Past due balance After selecting patients via these filters, check the boxes next to their names to enroll them in follow-up sequences.
Follow-Up Exhausted Tab
Purpose: See patients who went through full follow-up but didn’t pay.
Why It Matters: These patients need manual attention—restart follow-up, send a one-time reminder, or escalate to collections.
Columns Displayed:
Patient Name
Payment Due: Outstanding balance
Last Follow-Up: When the final reminder was sent
# Follow-Ups: How many messages were sent
Last Interaction: Last time the patient was seen or paid
Actions:
🔁 Start Follow-Up Again
✉️ Send One-Time Request
⚠️ Send Collections Notice
You can use this list to make final outreach decisions based on how recently the patient interacted with your practice.
Follow-Up Expired Tab (No Messages Sent)
Purpose: View patients whose follow-up sequence ended without any messages being sent.
Why It Matters: These patients never received reminders, usually because of missing or misconfigured settings, not because of patient behavior.
Common Causes
No payment account connected
SMS not enabled
Email settings not configured
When this happens, follow-ups are skipped, and the patient appears here.
Columns Displayed
Patient Name
Payment Due
Last Follow-Up: When the sequence ended
Last Interaction
# Skipped F/U: Clicking the number will tell you the exact reason behind the skipped follow-up
Actions
🔁 Start Follow-Up Again
✉️ Send One-Time Payment Request
This tab is key for recovering balances that were unintentionally missed.
How This Connects to Automation Settings
The Summary Page works together with your Payments Automation Settings, where you define:
When follow-ups start after treatment
The frequency and channels through which reminders are sent
What messages are used in the automation sequence
When a patient is considered “exhausted” from follow-up
To adjust these rules, go to Payments > Settings.
Final Thoughts
The Payments Summary page gives you the power to:
Track how much you’ve collected
See what’s still owed and by whom
Take the right actions at the right time—manually or automatically
Using this page regularly helps ensure no balance slips through the cracks, and your practice collects what it’s owed efficiently and professionally.