The Payments Summary page in Practice by Numbers is your go-to dashboard for staying on top of patient balances, tracking collections, and using automation to collect payments faster and easier. This guide breaks down what each section of the page shows, why it matters, and how your team can take action.
Collection History and AR Metrics
Total Collected
This number shows how much your practice has collected so far using PbN Payments. It updates automatically as more patients pay.
Collections Over Time (Chart)
A 24-month bar graph that shows your collections each month. Use it to spot trends like seasonal slowdowns or improvements after you launch reminders.
Accounts Receivable (AR) Snapshot
Here you’ll see three numbers:
Total AR: What’s currently owed to your practice.
Patient AR: What patients are responsible for.
Insurance AR: What’s still pending from insurance claims.
AR Distribution Bar
A visual bar that shows the distribution of your patient AR by aging and payment status:
Aging Buckets: 0–30 days, 31–60, 61–90, 91+.
Status Tags:
Scheduled: Follow-up will begin soon.
Under Follow-Up: Patient is being reminded now.
Follow-Up Exhausted: Reminders ended with no payment.
Outstanding with Claims: Balance waiting on insurance resolution.
Use this bar to quickly spot how much AR is overdue and what portion is being addressed.
Status Cards Overview
Just below the chart and AR bar, you’ll find four summary cards with totals:
Scheduled: Patients set to enter follow-up in the next 7 days.
Under Follow-Up: Patients receiving automated reminders.
Outstanding: Patients with balances but no follow-up scheduled.
Follow-Up Exhausted: Patients who completed follow-up but haven’t paid.
Each card lets you click into 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)
Use this list to stay ahead of your automation and avoid unnecessary reminders (e.g., if the claim is still pending).
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Why It Matters: Cancel outdated or duplicate links to prevent confusion.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)
Use filters at the top to narrow by:
Claim status
Billing type
Aging
Past due balance
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.
Search & Filters – Quickly Find What You Need
Across all tabs, use the Search bar to find patients by name or ID.
On the Outstanding tab narrow down patients based on the following filters:
Claim status
Balance age
Billing type
Patient status (active/inactive)
This makes it easier to prioritize based on what’s actionable right now.
How This All 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.