Frequently Asked Questions:
Q. How do we get the necessary information to you?
A. 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 to our main office.
• Fax/Scanning - 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).
• Courier (Cleveland area only) - For an additional fee you can take advantage of our courier services and don't worry about it! Our courier will pick up your billing, at pre-scheduled dates and times of your own preference) and deliver it to our office for you! SAME DAY SERVICE!
• Federal Express Services - offers many different deals to small business owners, establish your own account quickly and easily today!
Q. How often should we send our new billing to you?
A. As often as you choose to! We personally recommend, however, that our clients send us their new billing consistently on either a daily or weekly basis.
Q. What do information is needed in order for your office to generate a claim on our behalf?
A. We normally require the following (may vary):
• New Patient Information Form
• A copy of the patient's insurance card or ID card (front and back)
• A copy of the patient's written prescription (if applicable)
• The patient's first treatment form
Q. How do we report when treatments are rendered, so that you are able to generate a claim on our behalf?
A. We must receive a completed treatment form, which has been signed by the physician rendering the services. This form must contain the following (may vary):
• Patients name
• Name of insurance carrier
• CPT codes
• ICD-9 code(s)
• Referring physician's name and the referral #
• Any/all applicable modifiers
If your practice does not currently use this type of form, we can custom design one for you.
Q. Do we have to report the insurance payments received in our office to you?
A. Yes! It is vital to your practice that we receive this information, so that we can enter the insurance carrier's payments and generate the necessary patient statements for those accounts which still may have a balance due. You can copy and mail these remittances, send them via fax, or even scan them and send it electronically!
Q. What happens if we accidentally omitted any of the information contained on the required forms, and we already sent them to your office?
A. You will receive a report indicating that the claim is 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?
A. You can easily report a patient's co-payment, made at the time of service, on their superbill (treatment form) for that day's treatments.
You can also report all of 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 of 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).