Statements the family can actually read — sent from the resident's chart.
Room and board, level of care, incidentals. Build the statement on the resident's Billing tab, see the exact PDF before it leaves, and email it to the responsible party with the PDF attached. It also appears in the family's own read-only portal, so nobody has to ask you to re-send April.
| Room & boardPrivate room · Aug 1 – Aug 31 | $3,200.00 |
| Level of careLevel 2 · assistance with ADLs | $850.00 |
| Incontinence suppliesAugust | $64.00 |
Illustrative statement — a plausible month for a 6-bed home, not a real resident.
CareMAR issues the statement. It does not take the money.
There is no card processing on a resident statement and no payment portal for families. CareMAR generates the PDF, emails it, and shows it in the family portal; the family pays you the way they already do, and you mark the statement paid. That is a deliberate line, and worth knowing before you compare us to a billing service.
Build it once, in the chart
Add line items with a description, a service period, and quantity × rate — the amounts total themselves. Set a billing period and a due date from the net-15 default or a date you pick.
The billed-to block is prefilled from the resident's primary family contact but is a per-statement snapshot, so you can bill a different responsible party for one month without editing the chart.
Payment instructions and a closing note print on the statement. A separate internal note is staff-only and never appears on the PDF or in the email. Statement numbers are sequential per facility — INV-3-0007.
Preview the exact PDF before it sends
The preview renders precisely what sending would produce — nothing is saved, nothing is emailed. For a statement that has already gone out, the preview shows the stored bytes, so what you are looking at can never drift from what the family received.
Send, resend, mark paid, void
Save a draft or generate and send in one click. The email subject and message are prefilled and editable, replies go to your facility's admin address, and the PDF is attached.
Afterwards: resend, mark paid, void, print, or edit while it is still a draft. A year-to-date income tile adds up what has actually been paid.
A read-only portal for the family
Families get their own sign-in that shows care updates your staff approved and every statement you have sent, with the PDF downloadable. They see nothing else — no MAR, no chart, no facility settings.
Year-end summary in one email
Pick a year, preview the consolidated PDF of that year's statements, and email it to the family. It is derived on demand rather than stored, so it always reflects the statements as they stand.
If the resident is on the Medi-Cal waiver
Medi-Cal covers the Assisted Living Waiver services; room and board is still billed to the resident. So waiver residents get a second Statements tab rather than a filter, and every statement is stamped with the payer era it was issued under.
- A resident who converts to Medi-Cal in March keeps January's statement in the private-pay tab and gets April's in the ALW tab.
- Nothing moves between tabs on conversion, and nothing is hidden — the history stays where it was issued.
- Payer type can change as often as it needs to; each change is dated and logged.