Collaborating with a Medical Billing Company

As was outlined in a previous post, transitioning to an outside, medical billing company can seem daunting and difficult, but following a few general guidelines can make this transition much simpler and more successful.  While the transition to a medical billing company is a crucial first step, true success happens when all parties are working together towards a common goal.  The goal of the Medpro team is to provide practitioners with the best medical billing services possible to optimize revenue and ensure success for our providers in an ever-growing and difficult healthcare system.  Our interests are your interests.  This is best accomplished through successful collaboration with the on-site, in-house staff.  Here are a few tips for cultivating successful collaboration with a medical billing company:

  1. Establish a Person of Contact. Choose someone within the main office building, who will be communicating most often with the medical billing company.  This person can be an office manager or someone hired to fill the position of billing company liaison.  Having a single point of contact will help the billing company know who to contact for needed information and to ask questions that may arise.
  2. Determine a Means for Communication. What is the best and quickest way to reach the person of contact?  What is the preferred method of communication?  Determine the most effect and HIPPA compliant means for communicating between the main office and the billing company.
  3. Develop a System for Sharing Documentation. How will the billing company receive demographics, charges, medical documentation, and/or payment information?  Is one method preferred over another?  In today’s modern era, the quickest, most cost-efficient means for transferring data from a provider’s office to a billing company is through electronic means, such as online documentation storage and electronic payment portals.  If your office is not currently equipped to handle efficient, electronic data sharing, then consider doing so as a means for cutting down costs and improving efficiency.
  4. Share Documentation in a Timely Manner. As mentioned in a previous post, determine a turn-around time for posting demographics, charges, and payments.  Once this turn-around time is understood by both parties, then charge and payment processing can begin.  While it is the responsibility of the medical billing company to post charges and payments in a timely manner, it is also the responsibility of the office staff to provide this information quickly.  The quicker this information is provided, the quicker revenue will stream into the practice.
  5. Return Needed Information in a Timely Manner. It is possible and likely that information will be missed when it is shared from the main office to the billing office.  Sometimes demographics are missing key information, charges are missing diagnoses or procedure codes, or a medical report is needed for billing out surgical charges.  Whatever the reason, once the information needed is communicated by the billing office to the main office staff, the retrieval and return of this information needs to be expedient.  Establish a timeframe for returning requested/needed information to the billing company.  If the billing company is requesting information, then they cannot process charges in a timely manner.  This all boils down to revenue and how quickly it will flow back into the practice.

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