📝 Overview
Find Patients by Case Balance is a patient-finding tool. It returns a list of patients whose case has a balance or credit that meets the criteria you set — specifically, a balance or credit greater than a dollar amount you define, filtered by case type and case status. This report is most commonly used to identify patients with outstanding balances for collections follow-up, or to find patients with credits that need to be resolved.
Like the other Find Patients reports, this report does not contain full financial detail. Its primary purpose is to surface which patients have a case balance or credit that warrants attention, so you can take action on that list.
To access this report, go to Reporting > All Reports Beta, select a location, and click By Case Balance under the Find Patients section.
⚠️ This report contains Protected Health Information (PHI).
💡 A Key Use Case: Bulk Statement Printing
One of the most practical uses of this report is as a working list for printing patient statements. ChiroHD does not offer a way to bulk-print statements for all patients with a balance — but you can get close by:
Running Find Patients by Case Balance to get a list of patients with an outstanding balance
Using that list to work through each patient's profile and print a Statement of Account for each one
Example workflow: Filter to all Open Cash cases with a balance greater than $0. Export the list as a CSV. Work through each patient on the list and generate their Statement of Account from the patient profile or from the Statement of Account report under All Reports Beta.
This is the recommended workaround for offices that need to send statements to a large group of patients at once.
🔽 Report Filters
Filter | What It Does | Required? |
With a | Choose whether to search for patients with a Balance, a Credit, or Balance or Credit (All) | ✅ Required |
greater than | Set the minimum dollar amount — only patients whose case balance or credit exceeds this amount will be returned (defaults to $0) | ✅ Required |
Patient Status | Filter results to a specific patient status — e.g., Active or Inactive (defaults to Active) | ✅ Required |
Case Type | The type of case to search within — defaults to All case types | ✅ Required |
Case Status | The status of the case to search within — defaults to Open | ✅ Required |
Export options: PDF and CSV
Note: There is no date range filter on this report. It returns patients based on their current case balance or credit at the time the report is run — not based on when charges or payments were added.
📋 Filter Details
💰 With a — Balance, Credit, or All (Required)
This filter determines what type of case financial position you are searching for:
Option | What It Returns |
Balance | Patients whose case has money owed to the practice — the patient or insurance owes more than has been paid |
Credit | Patients whose case has a credit — more has been paid than is owed, resulting in money the practice owes back |
Balance or Credit (All) | Patients whose case has either a balance or a credit — the broadest search |
💵 Greater Than (Required)
Enter the minimum dollar amount. Only patients whose case balance or credit is greater than this amount will appear in the results. The default is $0, which returns all patients with any balance or credit above zero.
Example: Setting this to $50 will return only patients whose balance or credit exceeds $50 — useful when you want to focus on higher-value balances and filter out small residual amounts.
👤 Patient Status (Required)
Filters by the overall status of the patient in ChiroHD. Defaults to Active. Change this if you want to include inactive patients — for example, to find former patients who still have an outstanding balance.
🗂️ Case Type (Required)
Filters by the type of case. Defaults to All case types, meaning it will search across Cash, Insurance, Personal Injury, and any other case types your office uses. Change this to narrow results to a specific case type.
🔘 Case Status (Required)
Filters by the status of the case. Defaults to Open. Change to Closed if you want to find patients with a balance or credit on a case that has already been closed — useful for end-of-year balance reviews or identifying credits that need to be refunded before a case is fully resolved.
📄 What the Report Shows
The output is a patient list with balance information — not a full ledger or financial summary. For each patient returned, the report shows identifying information and the case balance or credit amount so you can prioritize follow-up. It does not show:
A full breakdown of what makes up the balance (charges, payments, write-offs)
Insurance vs. patient portion of the balance
Appointment history or clinical notes
When the balance was created or last updated
For a full ledger breakdown on any patient, review their profile directly.
💡 Common Use Cases
Collections follow-up — Find all active patients with an open case balance greater than a threshold amount to prioritize outreach for payment collection
Credit resolution — Find patients with a credit on their case to identify who may be owed a refund or whose credit needs to be applied to a future charge
End-of-year balance review — Run across all case types and statuses to get a complete picture of outstanding balances heading into a new year
Closed case cleanup — Filter to closed cases with a remaining balance or credit to identify cases that were not fully resolved before closing
Bulk statement preparation — Use the exported list as a working document to print or send statements to all patients with an outstanding balance
❓ Common Questions
What is the difference between a balance and a credit? A balance means the patient or insurance owes money to the practice — charges have exceeded what has been paid. A credit means the practice owes money to the patient — more has been paid than was owed. Both can appear on a case at the same time if, for example, the patient portion is paid in full but an insurance payment is still outstanding.
Why does the report default to $0 in the "greater than" field? A $0 threshold returns every patient with any balance or credit above zero — the broadest possible result. Increase this amount to filter out small residual amounts and focus on higher-priority balances.
Can I see both the patient and insurance portions of the balance? Not directly in this report. The output shows the overall case balance. For a breakdown of how much is owed by the patient vs. insurance, review the patient's case or ledger directly.
Why is a patient not showing up who I know has a balance? A few possible reasons:
Their balance may not exceed the "greater than" threshold you set — try lowering it to $0
The patient's status or case status may not match your filters — check the Patient Status and Case Status dropdowns
The case type filter may be excluding them — try switching to All case types
The report reflects the current balance at the time it is run — if the balance was recently cleared by a payment or write-off, they will no longer appear
Does this report update in real time? The report reflects balances as of the moment you run it. If a payment is posted after you run the report, that patient's status will not update in the already-generated output. Re-run the report to get current results.
Can I use this for bulk statement printing? Yes — this is the recommended starting point for offices that need to send statements to multiple patients at once. Export the list as a CSV, then work through each patient to generate their Statement of Account individually. ChiroHD does not currently support batch statement generation, so this list-and-print workflow is the closest available option.
✅ Key Takeaways
Find Patients by Case Balance returns patients whose case has a balance (money owed to the practice) or a credit (money owed to the patient) above the threshold you set.
The "greater than" field defaults to $0 — increase it to filter out small residual amounts and focus on higher-priority cases.
There is no date range filter — the report reflects current balances at the time it is run, not historical balance activity.
All five filters are required: balance type, greater than amount, patient status, case type, and case status.
Case Type defaults to All and Case Status defaults to Open — adjust as needed for closed case reviews or type-specific searches.
This report is the recommended starting point for bulk statement printing — export the list and use it to generate Statements of Account for each patient individually.
This report is PHI-flagged and requires appropriate access permissions to run.
Export as CSV for large lists or when you need to sort, prioritize, or work through the list systematically.
📌 Conclusion
Find Patients by Case Balance is one of the most actionable reports in the Find Patients section — it gives you a direct list of patients who owe money or have a credit that needs attention, filtered to the case type and status that matters most to you. It is particularly valuable for collections follow-up, credit resolution, and as the foundation for a bulk statement workflow. Because it reflects balances at the moment it is run, plan to re-run it regularly if you are working through a list over multiple days.