HCM2600 TEST2 chapter 7-10
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4 methods for creating insurance claims
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computer (most common): generated from specific medical office software ?manual ?electronic (most offices will do): receive insurance payments faster; done from specific medical office software ?outsourcing to billing service
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bill daily even if you are a small office with a few claims
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will enhance cash flow
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patients that receive extended care (hospitalized patient that is in hospital for weeks or months) should be billed for services for the week and submit weekly bills.
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Done for cash flow purposes
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be aware of time limit requirements in each insurance contract
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Usually is 60-90 days from date of service (DOS). If you do not file a claim to insurance company within specified time limit will be denied payment on the basis of "untimely filing". CANNOT bill patient; will have to write off account
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New 1500 form
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New form has been changed to accommodate the use of ICD-10-CM codes.
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The Health Insurance Claim Form (HCFA 1500 renamed CMS 1500)
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is a universal claim form used by ALL insurance companies, in other words it is a standardized form. Unfortunately, there is not standardization for form completion among insurance companies. The majority of blocks will be standardized but there are some blocks that differ
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The 1500 is divided into 2 parts
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Top part of the 1500 (blocks 1 through 13) is the patient section. All patient information, demographic information, authorization requirements are included. All information obtained from the patient (insurance cards, secondary payer requests, patient information sheet, authorization to release medical information and assignment signatures) are included in Blocks 1-13. All provider related information is included in Blocks 14 through 33
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what was done
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CPT (procedures/services)
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when was service provided
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DOS (Date of Service
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why was procedure/service done
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ICD-9-CM or ICD-10-CM when it becomes effective
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where was it done
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POS (place of service
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who did it
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who was the provider
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Must follow Optical Character Recognition (OCR) guidelines when filling out forms
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Ensures that forms can be optically scanned by insurance companies. THESE ARE THE RULES FOR CLAIMS SUBMISSIONS. NEED TO KNOW AND UNDERSTAND THESE RULES
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NO photocopies of the 1500 form
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must be the original red ink
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Applies to hardcopy claims only
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Most providers bill electronically to receive faster payment. Medicare has incentives to ensure electronic claim submission
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Black ink only with standard font
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no bold, italics, script
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on paper
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Proper alignment
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paper
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No handwriting on the form
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on correction
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No strike over corrections or white out/correction fluid
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Complete additional form(s) of more than 6 services
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block 24 only has 6 service blocks
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NO narratives in blocks 21 or 24
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(ICD and CPT blocks)
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If NA
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leave blank
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on claim
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NO paper clips, staples, tape
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8 digit formats required for specific blocks even though form show 2 digit year block
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MM/DD/YYYY)
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2 basic claim types
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electronic, paper
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Electronic
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submitted directly to insurance company via telecommunication line. Never printed to paper
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paper
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also known as hardcopy claim. Optically scanned by insurance company into electronic format
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clean
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submitted within time limits and all necessary info to process claim is present. Physically clean claim: bar code area not deformed, form not folded, torn, highlighted, stapled, wrinkled or smudged
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pending
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claim held in suspense by insurance company in order to review or additional information may be required to process claim
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rejected
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claim has not been processed. Requires investigation and clarification
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Medicare has several different definitions which are
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incomplete, invalid, dirty, deleted
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incomplete
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Claim missing required information
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invalid
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Medicare claim that contains information that is complete and necessary but is illogical or incorrect
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dirty
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Claim that needs manual processing because of errors or to solve a problem
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deleted
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Claim that is canceled or voided if incorrect claim form is used or itemized charges are not provided
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File a claim on all patients even though you think there is no coverage
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If the patient has 2 insurances will have to provide the denial from the 1st company to get payment from the 2nd company
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Patient does not have to sign blocks 12 and 13
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Sufficient to put SIGNATURE ON FILE or SOF. Must have the forms that the patient signed if requested by insurance company to produce signature forms (release of information and assignment of benefits). For a MC patient: by law must keep authorizations for 72 months (6 years). It is a federal violation if you list "signature on file" on the claim form and provider records do not include the signature form
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Block 21 (ICD):
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Limited to 12 codes
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Service Dates
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CANNOT use ditto marks for same date of service on separate lines . Must write out full dates. Can group visits if:
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POS: block 24B See text page 241 for these 2 digit codes. Will use for ALL insurance types. Most common will be
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11 Office 21 Inpatient hospital 22 Outpatient hospital 23 Emergency department - hospital 24 Ambulatory Surgical Center (ASC)
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DO NOT SUBMIT CLAIMS FOR A NO CHARGE
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unless it is for a capitated plan or if requested to do so by the insurance company
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Block 25:
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EIN. Will rarely use SS#. In cases where the physician is a solo practitioner and includes his/her practice income on their tax return would use SS#. Not a good thing to do so will only rarely see. Need to set practice up as a business entity to protect personal assets from potential malpractice claims. All business entities apply for an EIN and will file taxes under this separate business number
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Block 24J will use an NPI of rendering physician
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if physician works in a group practice will identify which physician in the group provided services listed in Block 24; Block 33 will use a group number if a physician bills as a group or if a solo practitioner will use their NPI.
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Rarely do physician's have to actually sign Block 31
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Sufficient to have physicians name listed
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DO NOT HAVE TO PUT YOUR INTITIALS ON THE COMPLETED INSURANCE FORM
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Easy enough to identify the person who did the billing through management reports if billing is computerized which most offices are
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No one proofreads claims
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if there is a problem with a claim discovered during follow-up may print the claim so you can see what was transmitted electronically, or may look at paper claim to see if there is a error before resubmitting claim
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Need to make sure that you obtain payment BEFORE you send records to requesting party
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There will be times that a check will accompany a request for medical information
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ABSTRACTING FROM MEDICAL RECORDS
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ONLY provide information requested
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Many companies may have a service come to your office to photocopy records (hardcopy records).
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Set up at your convenience. Will need to see the patient authorization form which needs to be current. May want to review the records prior to the record being photocopied to see that the record is in order and all information is in the record. It is easy to have portions of the record on different people's desk so that the record may not be complete.
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Electronic Data Interchange (EDI)
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transmission of claims electronically for payment. Exchange of data in a standardized format through computer systems
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Electronic Claims Submission (ECS):
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Standardized electronic format or code set utilized by all insurance companies. ASCA requires majority of providers to utilize ECS.
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Advantages of ECS included
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no signature or stamp ?no postage ?no calling for unknown insurance carrier addresses ?no paper claim storage ?audit trail provided ?improved cash flow due to fast payment turnaround compared to paper claim submission ?reduced human error ?front end error capabilities - online error edit process
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Most efficient to send claims in batches
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group of claims sent at the same time from one facility
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Clearinghouse
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Also known as a third party administrator (TPA). Receives all electronic claims from physician offices, separates claims by company, performs edits, then transmits to the appropriate company. Many offices work with clearinghouses but office loses control by directing claims to another entity. Dependent on the TPA to have knowledge an ability to properly transmit claims. Attractive to smaller offices to do "1 stop shopping" where they only transmit to 1 place vs multiple transmissions to various companies. See pages 266-267: clearinghouse process and advantages
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HIPAA Transaction and Code Sets (TCS
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Whether or not a provider transmits health information in electronic form in connection with a transaction covered by HIPAA will determine whether a provider is considered a covered entity. See Chapter 2 for review of covered entities. Provider not considered a covered entity under HIPAA under 2 conditions: see page 269. Also see page 268: Table 8-1 and 2
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Carrier direct system
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Medical practice has computer and software, keys information directly into the system and transmits information directly to insurance company. When transmitting electronic claims, must sign an agreement with each individual company before transmitting claims. Is a lengthy document (around 20-25 pages) requesting specific information about the physician or if applicable the group. Medicare will provide software and training for electronic submission.
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Need to check for peak times when submitting claims electronically to avoid "traffic jams
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Static on the line can result in rejected claims
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Covered entity
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Who is considered a covered entity and who is not. Importance in relation to HIPAA
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Who must submit claims electronically
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Medical diagnoses, and precedure, drugs, physician services and medical suppliers
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what is 5010
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electronic claims submission. Providers, payers , and
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what is 837p
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The standard transaction that replaces the paper claim form and more than 400 version of the ENSF
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EIN numbers - why do you need to use? Assigned by IRS
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tomidentify employer for tax purpose rather than inputting the actual company name when submitting claims.
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Practice Management System:
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A/R most important function. NPPs - see pages 276-77
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Scannable encounter forms
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dos and don'ts - see pages 279-280
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ERAs: see page 282
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An online transaction about the status of a claim It gives information on charges paid or denied similar to the remittance advice for paper claims, except that the ERA offers additional information and administrative efficiencies
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Transmission Reports
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Examples and advantages to the reporting - see pages 285-287. Solutions to electronic processing problems - see page 288
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Make sure to back-up copies on a frequent regular basis
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Back-up copies to be stored away from the office in case of flood, fire, or theft within the office. Many companies provide storage facilities for backups. I ran a backup every day and had someone take the backup copies home. They would alternate backup tapes for the week. Storage facilities can be used for monthly and annual backups. Data storage and disposal: see pages 292-93
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Major Advantage to billing electronically is faster payment
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Will usually receive payment in about 2 weeks or less compared to 4 weeks if submitted on paper. Improved cash flow the result. Also have an automatic audit trail - get an immediate printout showing what claims were transmitted and associated total dollar amount. Have documented proof that "x" claims were received by the company so they can't tell you they never received or that the claim was lost. ECS also includes an error edit process (front end audit). Software can be designed to stop certain claims from transmitting if required information is missing or incorrect. Will "kick out" when transmitting so errors or omissions can immediately be corrected and claim retransmitted. If paper claim sent with errors or omissions will not know for about 1 month, will have to correct and resubmit holding up payment for at least 2 months.
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There are multiple medical software programs but they all are similar from an input standpoint
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Reporting capabilities widely differ among the systems. See pages 293-294 for what needs to be considered when selecting an office computer system
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Large percentage of reimbursement in physician office generated from 3rd party payors
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Largest dollar amounts are paid by insurance companies and greatest control over the ability to receive payment comes from these payors. Crucial to understand how to collect insurance monies to keep cash flow coming into the practice.
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When insurance companies do not pay in a timely manner effect on practice is decreased cash flow
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available cash to practice)
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EOB (explanation of benefits
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attached to the insurance check (also known as voucher). EOB itemizes the payment received. Can be as simple as 1 patient listed but will predominantly see EOB's that have multiple patients listed on one (1) EOB. See Handouts EOB1, EOB2, and MC EOB for examples of EOB's.
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Even though patients sign assignment of benefit statements there are some insurance companies that will send the insurance check to the patient
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When you are working you will become familiar with the companies that have this policy (there are few). If the insurance company sends the check to the patient you will have to bill the patient and hope they will send the check to you. IT IS NOT THE INSURANCE COMPANY'S RESPONSIBILITY TO RECOVER PAYMENT FROM THE PATIENT as stated in your text. If you know a particular insurance company will send payment to patient bill patient immediately.
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If you are overpaid or paid in error, cash the check and notify insurance company
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They will request payment back and you can then send the company a check - never refund in cash and always have an audit trail. Make sure you send a refund check as soon as insurance company requests otherwise the company will "take back" the payment in a subsequent check. When they take back payment they do not tell you which patient(s) account(s) they are taking back from and this ends up as an accounting nightmare for the physician office since you don't know which accounts to debit/credit
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No standardized EOB format as you can see from the EOB Handout examples
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Basic information will be listed but will have to look for it in different places. Whenever in doubt, call the insurance company for detail
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On receipt of a check and EOB, post payments and adjustments to each patient's account
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You must reconcile each EOB
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See pages 304-313 for types of claim problems you may encounter. IMPORTANT that you understand the problems/solutions
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Must always identify why payment not received and pinpoint the source of the error so that it can be corrected.
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Must have a tracking mechanism set up to follow-up on claims
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See page 82 (Figure 3-18) in your text for review of the Insurance Claims Register. No set way to follow-up claims. Set up some type of tracking system, tickler, computer generated reports. Insurance claims should be filed chronologically in a pending file according to DOS (date of service). DOS best way to file pending insurance claims for timely follow-up. Run reports on a regular basis (daily or weekly) to identify all unpaid claims and follow-up with insurance company for payment.
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MUST KNOW PAYMENT TIME LIMITS FOR EACH INSURANCE COMPANY
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Will be listed in insurance contract. If you do not submit claim within these time limits (usually 60-90 days) the insurance company will not pay you and state the reason as "untimely filing". You can appeal, but doubtful you will be successful in collecting payment. CANNOT RECOVER PAYMENT FROM THE PATIENT. Will have to write off the amount as uncollectible. Time limits stated in individual health insurance policies about an insurance companies obligation to pay benefits are different for all insurance companies. The only company that I am aware of in TN that will pay after the time limits is Medicare. They will pay but at a reduced rate and only for a short period of time.
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If an insurance carrier requests information about another insurance carrier (usually to identify COB) provide the information
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Don't leave it up to the insurance company to coordinate benefits or leave up to patient to follow-up. Patients not usually very good at follow-up
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Claim inquiries may be in writing or by telephone
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Inquiry also known as a tracer or follow-up. Made to an insurance company to locate the status of an insurance claim or to inquire about payment determination shown on the EOB. Many insurance companies have computer or teledigital response systems that greatly speed up inquiry/response time. This is your best option if available.
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Insurance companies lose many claims
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Ask if there is a backlog of claims (they may not be honest) and expected turnaround time. Verify mailing address and resubmit the claim. I suggest following up within 1 week to verify receipt. If possible fax claim and verify receipt that day. If you have problems with a particular company contact the insurance commissioner.
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If claim is suspended or denied need to determine the problem causing the delay or nonpayment
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Cannot simply change information on the claim and resubmit. See pages 308-310 in your text for possible denial reasons
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Rejected claims
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Can add missing information or complete information requested and resubmit a corrected claim for payment. See page 307-308
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State Insurance Commissioner: See page 324-325
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Add the following type of problem that should be submitted to the Table on page 306 (Types of Problems): If payment problem develops with an insurance company and the company ignores claims and exceeds time limits to pay a claim. ? Requests must be in writing. ? Insurance companies rated according to the number of complaints received about them. Think of it as the Better Business Bureau of insurance companies.
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See pages 313-324. Table 9.2 (page 316) lists the 5 levels for Medicare Appeal (redetermination process
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Review table on page 316 for levels and time limits to request review and also amount in controversy. IMPORTANT! For example if you have a claim amount of $90 you will not be able to appeal after the HO level reconsideration - level 2) because the AIC (amount in controversy) is less than $130. If you have a claim amount of $900 you can appeal up to the 4th level as the last level's AIC is $1350 or greater.
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REVIEW AND APPEAL PROCESS
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Appeals can be in writing only
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Appeal is a request for payment by asking for a review of an insurance claim
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See page 315 for reasons. You will frequently see appeals for preexisting conditions as well as medical necessity. You do not automatically file an appeal when you have payment denial. YOU MUST FIRST DETERMINE THE REASON FOR THE DENIAL. Many denials will only require that you correct information and resubmit the claim; others may only require additional information before payment is received
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If appeals not successful may want to proceed to next step which is peer review (reconsideration level 2 in your text
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Examination by a group of unbiased practicing physicians who judge the effectiveness and efficiency of the professional care rendered.
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PATIENT COLLECTIONS
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Large percentage of reimbursement to physician offices generated from third party payers (insurance companies
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Guarantor:
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individual responsible for payment who may not be the patient
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Bill sent to patient known as a statement
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An itemized statement shows all charges, payments, and adjustments, dates of service, and dates claims submitted to the insurance company. A patient ledger/account will also show the same information. See page 360 and 369 in text for example of a patient statement
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patient visit
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Make sure patients are aware of your billing/collection policies which can be explained at the 1st visit, through a "Welcome Letter" or practice pamphlet.
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Learn as much as possible about the patient before services are rendered
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Patient will be most cooperative at this time
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Information provided on patient information sheet critical to billing and collection efforts
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Look for clues to a nonpaying patient - see page 333
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Have 1 person handle all billing questions to ensure a consistent patient response
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After statements go out, practice will always experience an increase in phone calls
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Medical practices operate with a set of fees that must be applied to
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ALL patients in the practice uniformly
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When a physician offers a discount it must apply to
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the total bill not just the patient portion
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All discounts to be noted on the patient's ledger and financial reasons or special circumstances
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documented in the medical record
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Cash discounts may be offered to patients who pay the entire fee in cash at the time of service
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Some states do not allow cash discounts. Can do in the state of TN
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Professional courtesy
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No charge to anyone (patient or insurance
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Do not give patients an option to pay by
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asking if they want to pay now or to be billed
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Goal of any collection effort
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is to try and collect full amount
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Return checks
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check to see the reason why. Most often will be NSF. Call the bank to check for funds. Fridays good day to send through again
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Effectiveness of working a practice's A/R is reflected in the practice's cash flow
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Cash flow is the ongoing availability of cash in the medical practice. Ideally outstanding balances should be paid within 60 days. This does not happen in medical practices. See pages 332 and top of 333 - 5 points regarding why this is not possible.
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A/R
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is the total of all charges for all patients that have been posted to patient accounts that have not been collected (monies that are due to the practice
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Age analysis arranges the A/R by age from the DOS
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Look at the bottom of the patient statement on page 369 in your text. The bottom of the statement is an age analysis: current, 30-60 days, 60-90 days, 90-120 days, and over 120 days. Accounts are ages in time periods of 30, 60, 90, and 120 days and older. Computerized offices are able to run reports routinely to show an age analysis. These reports are important because they help with collection follow-up by showing overdue accounts and the total dollar value of those accounts. Important to collect all monies due you as soon as possible to ensure that the practice has good cash flow (monies available to the practice to pay their bills and salaries
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Must monitor the A/R regularly to determine the medical practice's financial solvency
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Will be able to evaluate the effectiveness of the collection process. Ideal is to have all your monies in the 90 days or less categories. Once accounts become older than 90 days it is more difficult to collect on those accounts. Accounts that are 90 days or older should average between 15-18% of the total A/R.
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An average total A/R should equal 1.5 to 2.0 times
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the charges for 1 month of services (see page 346 for example of A/R formula).
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Collection ratio is the relationship of the money owed to a practice and the amount of money collected
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Goal should be 90-95%.
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Dun Messages are used on billing statements to promote payment (which is questionable how effective these are since most patients don't really look at these).
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Handwritten notes on statements ARE effective. Dun messages are usually printed by the computer system and are predetermined by the aging. If the account is 30 days old you may have a message such as the 2nd example on the bottom of page 347; 60 days old may have a message such as #3. Look at the Dun Messages examples on page 347. Dun messages also listed on statement on page 336 - Figure 10.3
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Small offices may do manual billing which may be as simple as a copy of the patient ledger
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Most offices do computer billing. Accounts are automatically aged, message printed on statements, and billing can be set to print all billing statements according to specific accounts, dates, or insurance types.
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Many offices "outsource" their billing to a billing service
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Services can do any or all of the following: prepare statements, mailing of statements, preparation and follow-up of 1500's, tracking of payments (patient and insurance), collections. Many practices will outsource patient collections.
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Monthly Billing
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All statements mailed at the same time once a month
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Cycle Billing
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Statements mailed at spaced intervals. Can be determined by account number, alphabetically, DOS, or insurance type. Allows for continuous cash flow and helps with incoming calls - calls will be received a few days after statements are mailed. If statements are mailed several times per month this will help decrease the amount of calls per week. Can send statements once a week or twice a month.
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Look at Collection tree page 346
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1st statement to patient at time of service (which can be handing the patient an itemized superbill), 2nd statement in 30 days, 3rd statement in 60 days. Can call the patient to try to collect on an account AFTER no response from the 3rd statement. Important to give the patient their 1st statement at time of service to help increase the time frame to call patient if necessary.
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Credit card billing
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refunds on credit card payments MUST be made by credit card not check or cash.
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Regulation Z
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requires full written disclosure regarding the finance charges for large payment plans involving FOUR OR MORE INSTALLMENTS, excluding the downpayment. Does not apply if payment in one sum or drawn-out partial payments. See Figure 10-7 page 341 and page 350 - payment plans
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Have a written payment plan signed
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by the patient
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Patients think they can make any payment amount so that physician will not take action against them but physicians can take action including sending the account to a collection agency.
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Cannot refuse an immediate appointment of an established patient because of a debt. Should take advantage by asking for payment when the patient comes to the office. If a physician continues to treat a patient with an overdue account, courts have viewed this as a continuation of care and an extension of credit.
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Look at A/R by age and target the accounts that are in the 60 to 90 day category
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Start with the largest amount owed and work the accounts in decreasing order according to dollar value.
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Call patient day before patients due
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for their appointments
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Collection Agencies
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Delinquent accounts should be turned over to a collection agency only after all reasonable attempts have been made by the physician's office to collect. May also want to target certain accounts that practice may not be successful at collecting such as self pay patients, skip traces
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Equal Credit Opportunity Act
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Is a federal law which prohibits discrimination in all areas of granting credit
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Fair Credit Reporting Act
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regulates agencies that issue or use credit reports on consumers
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Fair Credit Billing Act
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Patient has 60 days from the date a statement is mailed to complain about an error from the date that a statement is mailed
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Fair Debt Collection Practices Act Guidelines: See Table page 353
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Regulates collection practices of third party debt collectors and attorney who collect debt for others
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Bankruptcy
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When patient files can no longer send statements, make calls, or attempt to collect on the account. Can only contact the patient regarding their attorney
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MEDICARE ACCOUNTS MAY NOT BE WRITTEN OFF UNTIL SEQUENTIAL STATEMENTS HAVE BEEN SENT WITH AN INCREASING INTENSITY IN THE COLLECTION MESSAGE
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AND A GENUINE COLLECTION EFFORT HAS BEEN MADE
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Bond
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Position-schedule , blanket position and personal
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Electronic data interchange (EDI)
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exchange of data in a standardized format through computer system
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Benefits of using HIPAA
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1. More reliable and timely processing quicker reimbursement from payer 2. Improved accuracy of data 3.easier and more efficient access to information 4. Better tracking of transactions 5. Reduction of data entry and manual labor 6. Reduction in office expenses
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Appeal
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a require for payment to a third- party payer asking for a review of an insurance claim that has been denied
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Name 5 levels for appealing a Medicare claim
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1.redetermination ( telephone, letter, or CMS- 20027 form) 2. Hearing officer (HO) hearing reconsideration 3.Administrative law judge (ALJ) hearing 4. Departmental appeal board review 5. Judicial review in the U.S. District court
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Age analysis
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the procedure of system arranging the account receivable , by age , from the date of service
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Dun message
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A written statement included on a patient bill to promote payment
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The 1 st statement should be presented to the patient
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At the time of service
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When setting up payment plan, the insurance specialist should adhere to the rules set forth in the
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Federal truth in lending act
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When making a collection telephone call , your goal should be to
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Encourage the patient to pay and negotiate if necessary
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Collection calls should be placed
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After 8 am and before 9 pm
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If a patient has declared bankruptcy, the physician office should
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Not call the patient regarding bill collection Not send the patient any more statement Not attempt to collect on the account
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If a claim is billed with two lines of service and insurance carrier pays on online and other is rejected for incomplete information what should the insurance specialist do?
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Complete new 1500 claim form for the rejected service only, include documentation , and indicate resubmission in block 19
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Which of the following insurance problem should be submitted to the insurance commissioner
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Delay in settlement of a claim , after proper appeal has been made
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When efforts to resolve denials or underpayment issue from insurance companies have not been satisfied, the next step is
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Appeal the claim
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The format for an explanation of benefit document is
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Nonstandardized
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An EOB document may contain information for more than one
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Date of service Line service Patient
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If a patient dies owing a balance the practice should
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File a claim as a creditor of the patient estate
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When physician offers a discount it must apply to the total bill not just the portion paid by patient
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True
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The EOB breakdown how payment was determinate
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True
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If payment is delayed on a claim and you have rechecked and make sure that claim was sent , rebill the claim
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False
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If payment have not been assigned, payment usually goes to patient
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True