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Documentation Index

Fetch the complete documentation index at: https://docs.stratapt.com/llms.txt

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Balance alerts are automated text or email notifications that let patients know they have an outstanding balance and direct them to the patient portal to pay. They run on a configurable schedule and stop automatically once the patient’s balance clears.
Access: Configuring practice-wide balance alert settings requires Therapy Director permissions or above (blue menu bar > Settings > Patient Engagement). Enabling reminders on individual patient accounts is available to all staff.

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How Balance Alerts Work

When a patient has a new financial responsibility recorded within the last 60 days, StrataEMR sends them a balance alert at the frequency you have configured — either every two weeks or every 30 days. The alert includes a link to the patient portal where they can view their balance and pay online. For example, if a patient owes $100 after a visit, they receive an alert on the configured schedule until either the balance is paid or 60 days have passed with no new financial activity. If no new charges appear after 60 days, alerts stop until new financial responsibility is recorded.
Balance alerts require Authorize.net to accept online payments. Without an active Authorize.net integration, the portal link directs patients to call your office to pay by phone. See Credit Card Processing for setup details.

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Configure Alert Frequency (Practice-Wide)

The default alert frequency is set at the practice level in Patient Engagement settings.
  1. From the blue Menu Bar, select Settings.
  2. In the left column, select Patient Engagement.
  3. Under the balance alerts section, select your preferred frequency: Every two weeks, Every Month, or Don’t Send.
  4. Click Save.
This setting applies as the default for all patients. Individual patients can be opted in or out at the patient level.

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Subscribe a Patient to Balance Alerts

Patients start as unsubscribed by default. You must opt each patient in from their Patient Engagement screen.
  1. Open the patient’s account.
  2. From the Patient Menu Bar, select Patient Info.
  3. Select Patient Engagement.
  4. In the balance alerts section, toggle the patient’s preferred contact method — text or email — to subscribed.
Use the contact method the patient actually checks. Alerts sent to an unused email address or an opted-out phone number will not reach the patient. Confirm the preferred contact at intake and keep it updated.

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The Patient Portal Experience

When a patient receives a balance alert, the link in the message takes them to their patient portal. There they can:
  • View their current outstanding balance
  • See their payment history
  • Pay online if Authorize.net is configured
Payments made through the portal post to the patient’s case immediately.

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Relationship to Patient Statements

Balance alerts and patient statements are separate but complementary. Statements are generated by StrataPT on a fixed schedule — typically at 30, 60, and 90 days after first patient responsibility — and are mailed or sent electronically. Balance alerts are more frequent, informal nudges that give patients early visibility into what they owe and an easy way to pay before a formal statement arrives. If a patient’s mailing address differs from their demographic address, an alternate statement address can be set on the patient’s account. This affects mailed statements only — balance alerts always go to the contact method set on the Patient Engagement screen.