Managing the Billing Process
We work with you to make the startup process as smooth and painless as possible. For most practices, it takes roughly 2 to 3 months from when you sign the contract with us until you “go live”. Our startup team works with you every step of the way to ensure a smooth transition.
Billing Advantage works with your practice to design a system where your office will get us the information we need to do your billing in the fastest, most accurate way possible. We bill out your claims and follow up to make sure they get paid.
Who enters the data?
There are two choices for this. Many of our customers take advantage of our low cost and highly convenient option of using Practice Fusion to manage Electronic Health Records, patient demographics, appointment scheduling, insurance information and superbills. If you use this option, all you have to do is type your progress note into the computer, enter a diagnosis and CPT code, and hit “Create Kareo Bill”. We take it from there.
Some of our customers would prefer not to do any data entry, and they send us patient demographic and encounter/superbill information. We enter the data into our system and submit the claims. In both cases we follow up very thoroughly on all claims.
How do we exchange patient data and other information?
We are flexible about how we exchange information with you. Options include electronic transmissions, US mail, fax and e-mail. Some customers prefer to enter information directly into our web-based software system. We customize information exchange in each case to suit your practice needs.
How does claims follow-up work?
One of the main points of using a billing service is that we do all the follow-up on claims. You are relieved of the burden of worrying about which claims paid, how to resolve denied claims, and checking claims that were submitted but never paid, etc. We have a very thorough system which ensures all claims are received in a timely manner by insurances. We contact the insurance companies immediately on any denied claims, and we follow up on any claim that has been submitted but has not been adjudicated. We also review claims that paid at a rate that is lower than we expected.
What about secondry insurance?
We automatically bill any secondary insurances at no extra cost. We use the same system to follow up on secondary claims as primary claims.
Who receives the checks?
Most of our customers prefer to have the checks sent directly to their office. Some of our customers prefer to have us manage their deposits for them. We can discuss which of these options best meets your needs. Increasingly payments are made by direct electronic funds transfer, directly from the insurance companies into your bank account.
How do payments get posted?
For many insurance companies, we receive an electronic remittance advice which shows the payments received, and we can import this directly into our system. For those that still use paper, when you receive a payment from the insurance company, you send us a copy of the EOB which accompanies the check. We post the payment based on this information. Whether the claim is paid electronically or by a paper check, as soon as the payments are posted, we immediately follow up on any denials, unpaid claims or claims paid at too low a rate. For patient payments, you send us a list or report of any patient payments you have received so we can post these into our system.
What about patient billing and patient phone calls?
Most of our customers want us to manage their patient bills for them. We keep track of any amounts owed by your patients, including co-pays, deductibles, etc. We mail out bills monthly to your patients, and take phone calls from them if they have questions about their bills.
How does Billing Advantage get paid?
We charge a percentage of the amount you receive on each claim. We do not get paid until you do, and our payments are based only on the amounts you receive, not the amounts billed. We send you an invoice each month listing all the payments received (both insurance and patient payments), and showing the amount owed to us.
What about reports?
We have a wide range of reports available, including aging reports, patient demographics, etc. There is no charge for receiving these reports on a regular basis. In addition, all of our software is web-based, so you can log in at any time to see more detailed information or print out your own reports. You also have the ability to design your own custom reports quickly and easily that will download directly into an Excel spreadsheet.
We offer free customer support. Our courteous, professional staff are easily reachable by e-mail and phone, and are happy to answer any questions.
StartupWe work with you to make sure that there is a smooth transition. The time from signing the contract to sending out the first claims varies with the size and complexity of your practice, but is roughly 2 to 3 months. In all cases, we ensure that all the necessary setup is completed and verified before any claims are sent out. We provide training as needed throughout the startup process. (On-site training is available at an additional fee.) The startup process is described in more detail here. Click here to get started now!
Federal StimulusThere is up to $44,000 per provider available to physicians and certain other medical providers who convert to an Electronic Health Record System. This money is available over five years for practices who begin using a qualified Electronic Health Records System by 2011. Click here for more information on the Federal Stimulus.