FAQ – Frequently Asked Questions

FAQ – Outsource Execs Frequently Asked Questions.  We all have asked them at one time or another.  Get some detailed answers below to many commonly asked questions.

 
  1. How do we get the necessary information to you?
  2. How often should we send our new billing to you?
  3. What information is needed in order for your office to generate a claim on our behalf?
  4. How do we report when treatments are rendered, so that you are able to generate a claim on our behalf?
  5. Do we have to report the insurance payments received in our office to you?
  6. What happens if we accidentally omit information on the required forms that we already sent to your office?
  7. How do we report payments received from our patients, for both co-payments and patient billing?
  8. How often will our patients be billed?
  9. How do you handle non-payments from an insurance carrier? (denials, etc.)
  10. How do you handle non-payments from a patient?
  11. 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?

Q: There are several ways for your office to send in your billing, including the following…

 

  • Standard Mail – Place your documents into a secured envelope and mail them to our office.
  • Fax – Yes, the 1990’s still live.
  • Electronic transfer – This is the quickest way to get your billing to us! Send the completed documents to our office at the end of each day.

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Q: How often should we send our new billing to you?

 

As often as you choose to. We recommend that you send us new billing consistently on either a daily or weekly basis.

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Q: What information is needed in order 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)
  • A copy of the patient’s written prescription(s) when applicable
  • The patient’s first superbill (treatment form)

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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)
  • Referring physician’s name and the referral number
  • Any/all applicable modifiers

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

 

Yes! It is vital that we receive this information so that we can enter the insurance carrier’s payments.  This enables us to generate accurate patient statements for those accounts which still may have a balance due.

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Q: What happens if we accidentally omit 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.  We detail exactly what is missing. This process normally happens the same day.

Time is of the essence to avoid timely filing deadlines that are imposed by many insurance carriers.

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

 

It’s easy to report a patient’s co-payment 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.

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).

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Q: How often will our patients be billed?

 

Patients are billed monthly. Any patient in our system will receive a bill for any balance due.   The bill also reflects payments received by their insurance carrier. Payment plans are also easily accommodated.

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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, we pursue the balance with the patient. If the denial is not valid, as is often the case, we will request that the carrier reprocess the claim.  Because Outsource Execs takes care of this for you, you may rest easy and enjoy building your business.

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Q: How do you handle non-payments from a patient?

 

Four statements and follow-up phone calls continue for four months. After that we recommend that the account be turned over to collection.  Once approved, we recommend that the patient be denied future treatments until their account has been paid. Choose a pre-existing collection agency or one of our specialists.

An automatic fee applied to each account that has not received a payment within a certain period is highly recommended.

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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?

 

Yes it’s possible. Please keep in mind, patient billing is best performed by your biller.  We’ll already have access to all account balances and any additional information. Since we’re processing the insurance claims, it’s simple to automatically generate the non-insurance billing.

You have the option to use our system from your office to view or process billing. This enables selected staff to view patient balances and generate statements.

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It’s impossible to predict all the questions you have with a FAQ.  Fortunately, we are human-powered and want to answer your questions completely.  Please contact us by phone at (760) 257-5130 or use our contact form for a quick reply.