Frequently Asked Questions About Medical Billing

Q: How do we get the necessary information to you?

There are several ways for your office to send in your billing, including the following...

Standard Mail - just place your documents into a secured envelope and mail them to our main office.
Fax - the quickest way to get your billing to us! Just fax each completed document to our office on an as-needed basis (after each visit, at the end of each day, once per week, etc.)
Email
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Q: How often should we send our new billing to you?

As often as you choose to! We recommend, however, that our clients send us their new billing consistently on either a daily or weekly basis.

Q: What information is needed for your office to generate a claim on our behalf?

We require the following...

New Patient Information Form
A copy of the patient's insurance card or WC ID card (front and back
The patient's first superbill (treatment form)

Q: How do we report when treatments are rendered, so that you are able to generate a claim on our behalf?

We must receive a completed superbill (treatment form), which has been signed by the physician rendering the services. This form must contain:

Patients name
Name of the insurance carrier
CPT codes
ICD-10 code(s)
Any/all applicable modifiers

Q: Do we have to report the insurance payments and patient payments received in our office to you?

Yes! It is vital to your practice that we receive this information so that we can enter the insurance carrier's and patient payments and generate the necessary patient statements for those accounts that still may have a balance due.

Q: What happens if we accidentally omitted any of the information contained on the required forms, and we already sent them to your office?

You will receive a report indicating that the claim does not contain enough information to be processed by the carrier, listing exactly what is missing, which is normally faxed to your office immediately. We do this as a courtesy to you and your staff, to assist in gathering the information quickly, and to avoid timely filing deadlines that are imposed by many insurance carriers.

Q: How do we report payments received from our patients, for both co-payments and patient billing?

You can easily report a patient's co-payment, made at the time of service, on their super bill (treatment form) for that day's treatments.

You can also report all the patient's payments, received in the mail, by keeping a Payment Log. A payment log enables you to report all payments received in your office, using one simple form. If you do not already use this type of form in your practice, we can custom-design one for you.

You can also report all the patient's payments, received in the mail, by making a copy of the check and attaching it to their patient statement remittance (if returned).

Q: How often will our patients be billed?

Any patient in our system will receive a bill for any balance due, once a payment has been received by their insurance carrier if you have contracted for this service. Patients are billed bi-monthly. Payment Plans can also be easily accommodated.

Q: How do you handle non-payments from an insurance carrier? (denials, etc.)

We must first determine if the denial, whether in part or in full, is valid. If the denial is valid, it must be written off. If the denial is not valid, as in many of the cases, we will request that the carrier reprocess the claim. Unfortunately, many carriers will require that the claim be resubmitted on paper via snail mail, and additional charges may be invoiced to your account as a result.

Q: We prefer to bill our own patients, but we are interested in obtaining insurance claim processing services from you. Does your company offer this service?

We sure do! Please keep in mind, however, that patient billing is best performed by your biller, who already has access to all account balances and other additional information. If we are already handling the insurance end of things, let our system automatically generate the claims on an as-needed basis!

We can provide you with our Remote Access/Viewing software, updated regularly, for an additional fee. This will enable your staff to view patient balances and generate their statements, among other things.