Chapter 9 BILLING, REIMBURSEMENT, AND COLLECTIONS Billing, Reimbursement, and Collections  Learning Objectives      Compute charges for medical services and create patient statements based on the patient encounter form and.

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Transcript Chapter 9 BILLING, REIMBURSEMENT, AND COLLECTIONS Billing, Reimbursement, and Collections  Learning Objectives      Compute charges for medical services and create patient statements based on the patient encounter form and.

Slide 1

Chapter 9

BILLING,
REIMBURSEMENT,
AND COLLECTIONS


Slide 2

Billing, Reimbursement,
and Collections


Learning Objectives









Compute charges for medical services and create
patient statements based on the patient
encounter form and the physician's fee schedule.
Explain the process of completing and
transmitting insurance claims.
Discuss the advantages of using electronic claims.
Describe the different types of billing options
used by medical practices for billing patients.
Discuss the procedures and options available for
collecting delinquent accounts.

Chapter 9

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Slide 3

Key Terms











Clearinghouse
CMS-1500 claim form
Collection agency
Collection at the time
of service
Cycle billing
Dependent
Electronic claims
EOB
ERA
Chapter 9












Fee adjustment
Fee schedule
Guarantor
Monthly billing
Patient information
form
Patient statement
Terminated account
Third-party liability
Write-off
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Slide 4

Patient Encounter Form





Facilitates billing process
Used to record details of each patient
encounter for billing and insurance
Includes






Patient information
Date
Diagnosis for current visit
Procedure information
Financial information
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Slide 5

A N Y









Usually preprinted with common
diagnoses/procedures
New form attached to medical record
for each visit
Physician fills in form as
visit/procedures progress
Form is returned to administrative
medical assistant for use in billing
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A n y t o w, nU S A

1 2 3 A n y S tr e e t

M E D IC A L P R A C T IC E

Patient Encounter Form
(cont’d)

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Slide 6

Fee Schedule


Lists the usual procedures
performed in the office and
corresponding charges




There may be more than one fee schedule,
depending on insurance plan participation

Administrative medical assistant
must be familiar with office policy
regarding financial arrangements for
payment
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Slide 7

Patient Statements




All transaction data stored in patient
ledger
Statement shows







Services rendered
Charges
Payments made
Balance owed

Statement is sent to patient or
guarantor
Chapter 9

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Slide 8

Computerized Billing



Used to print patient statements and
blank patient encounter forms
Also used to produce reports such
as








Day sheets
Monthly reports
Aging reports
Departmental income
Physician income
Procedure code usage
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Slide 9

Insurance Claims




Most practices complete the
insurance form for the patient
Form captures both clinical and
financial information



Transmitted to patient’s insurance carrier
Partial or full reimbursement

Chapter 9

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Slide 10

The CMS-1500
Claim Form





Most common paper claim form
Prepared by medical insurance
specialist
Data is collected from





Patient information form
Patient encounter form

Transmitted via mail

Chapter 9

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Slide 11

The HIPAA Claim Form


Standard format for electronic
claims








Accepted by government and private
carriers
Prepared on computer by medical
insurance specialist
Transmitted via a modem to insurance
company
Faster and easier to track
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Slide 12

Third-Party Payers


Insurance carriers






Review claim for accuracy and completeness
Evaluate treatment received
Decide what benefits are due to the insured

Carrier may




Pay the claim
Deny the claim
Pay less than the full amount
Chapter 9

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Slide 13

ERA/EOB





ERA is electronic
EOB is paper
Explains reimbursement decision







Amount of benefit
Benefits paid to
Paid on behalf of
How determined

May include check or record of EFT
Chapter 9

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Slide 14

ERA/EOB





(cont’d)

Administrative medical assistant
checks report against original claim
Files with patient’s financial records
Updates patient’s ledger
Deposits check or records EFT

Chapter 9

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Slide 15

Patient Billing






After insurance claim process has
been completed
Patient may be billed for amounts not
fully reimbursed by the carrier
Administrative medical assistant acts
as go-between for carrier and patient

Chapter 9

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Slide 16

Completing the
Claim Form


Verify insurance information




Use phone, fax, or Web to verify coverage

Accuracy of data










Contract numbers
Patient’s identification information
Insured’s information
Secondary carriers, if any
Illness or injury related to work or accident
Diagnosis codes
Procedure codes and charges
Provider information
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Slide 17

Using Computers
to Create Claims


Computerized billing and claims
 Most practices use software programs, such as
NDCMediSoft, to store information about
patients and insurance plans




The stored information is
called a database

Claims created by billing
programs may be printed
or submitted electronically

Chapter 9

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Slide 18

Electronic vs.
Paper Claims


Electronic claims











Paper claims

Transmitted via
modem
Receive immediate
feedback
Faster
reimbursement
Greater accuracy
Less expensive






Chapter 9

Sent through mail
Must be keyed or
scanned by insurance
company into its
computer system
Possibility of errors

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Slide 19

Clearinghouses


Service bureau




Acts as an intermediary between provider
and payer
Reformats data from provider to a form
accepted by the payer

Chapter 9

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Slide 20

Follow-up


ERA/EOB checked






Procedures listed on ERA/EOB match
claim
Unpaid charges explained
Codes on ERA/EOB match claim
Payment listed for each procedure is
correct

Chapter 9

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Slide 21

Follow-up


(cont’d)

Tracer





Contains basic billing information and
asks carrier about status
Paper or electronic
Some providers automatically rebill after
30 days

Chapter 9

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Slide 22

Follow-up


(cont’d)

Denied or late claims






Unclear denial or incorrect payment should
be followed up to determine cause
Carrier asks for more information to process
claim
Claims investigated for preexisting
conditions

Chapter 9

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Slide 23

Follow-up


Provider resubmits claims on own





Mistake in billing
Claim overlooked

Insurance carrier asks for resubmission






(cont’d)

Incorrect codes have been submitted
Information is incomplete or missing
Charges do not total properly

Appeal process

Chapter 9

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Slide 24

Patient
Payments



Cash flow
Payment methods






Collection at the time of service
Monthly billing
Fixed weekly or monthly payments
Bill health insurance carriers
Cash-only basis

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Slide 25

Cash Payments


Each payment is entered in









Patient’s ledger
Daily record

Payments given to assistant, not
physician
Receipt must be given
Safeguard money



Endorse checks for deposit only
Daily bank deposits
Chapter 9

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Slide 26

Patient Statements


Monthly billing





Bills sent once a month
Timed near end of month to coincide with
patient’s other bills

Cycle billing





Avoids once-a-month billing workload
Stabilizes cash flow
Accounts divided into equal groups
Each group billed on a different date
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Slide 27

Payment Plans
and Adjustments


Payment plans





Patients unable to pay bill in one lump sum
Agreement in writing

Fee adjustment




Write-offs—PAR provider not permitted to
bill for difference between amount charged
and amount reimbursed
Physician may choose to reduce or cancel a
bill


Written evidence; don’t delete transactions
Chapter 9

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Slide 28

Health Insurance


Provides payment for a portion of
medical expenses


Participating (PAR) providers usually file
claims for patients






Patients responsible for copayments

Non-participating (nonPAR) providers
expect payment at time of service
Receipt given to patient for payment


Patient may file claim

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Slide 29

Third-Party Liability


Person other than patient is
responsible for charges






Assistant must obtain verification from third
party
Must be in writing; can not be oral

Guarantor




Person who is the policyholder for the
patient
Dependent children
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Slide 30

Collections


Effective communication with
patients is first step in collections
process




Notify patient in advance of probable costs
not covered by insurance plans
Have patient agree in writing to pay for
noncovered services




Advance Notice for Noncovered Services

Make payment arrangements before services
are performed
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Slide 31

Collections


Collection ratio




At least 1/3 of the outstanding accounts
should be collected each day

Aging accounts




(cont’d)

Status: 30, 60, or 90 days past due

Laws regulating collections



Fair Debt Collection Practices Act of 1977
Telephone Consumer Protection Act of 1991

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Slide 32

Collections


Collection methods







Office policies
Federal laws and state laws

Telephone
Letter
Terminated accounts




(cont’d)

Physician may terminate the relationship
due to lack of payment

Collection agencies
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Slide 33

Collections


Statute of Limitations




(cont’d)

Set by each state

Truth in Lending Act of 1960




For payment plans over 4 payments in
length, with finance charges
Regulation Z requires a disclosure form to
be completed and signed by practice
manager and patient
Chapter 9

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Slide 34

Collections


(cont’d)

Uncollectable accounts






All collection attempts have been exhausted
Would cost more to continue collection
attempts than the amount due
Written off as bad debt

Chapter 9

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Slide 35

Quiz


Collections are made on current bills. (T/F)
False, collections are begun after the bill is more
than 30 days overdue.



An appeal is a formal method of asking for
reconsideration of a denied claim. (T/F)
True, the appeal is done in writing.



The ERA/EOB is submitted to the insurance
carrier as part of the claim. (T/F)
False, the insurance carrier uses ERA/EOB to
inform the patient/provider of the status of
claims.
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Slide 36

Critical Thinking


List some advantages of electronic
claims.

Advantages of electronic claims: lower costs,
reduced rejection, greater accuracy, faster
payment, access to status reports.

Chapter 9

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