"How do we get information to you?" is often one of the first questions people have once they make the decision to come on board with us. The answer is, "It depends on your preferences."
Direct Entry with Charge Review:
One of the best features of our software is that you can directly capture charges in our system at any point in the delivery cycle. We have practices that enter charges at the time of service (therapist/PTA enters charges immediately following service at a centrally located workstation)...... Or they can be entered at checkout (paper superbill is checked off by therapist, patient carries to checkout, and checkout clerk enters the charges)..... or the superbills are collected and entered once or twice daily by the PT, PTA or office person. It really is very flexible and depends entirely on the workflow within your office.
The HDS account manager assigned to your account personally reviews each charge entered to make sure that all required elements are present the releases each claim to the insurance company. Charges are generally "out of the door" before noon the next day.
Advantages of this method:
1. As charges are entered, our system compares them to the appointment schedule, and "checks off" each patient. This way, you are virtually guaranteed that you will capture and be reimbursed for all services that are being rendered. Missing just one or two charges per week can translate into $25,000 or more annually. We eliminate the chance of a missing chargeslip. Not to mention, our system prompts you for copays and patient balances, making patient collections more efficient. 2. You will not have to create a logsheet or superbills as you do in the "manual method", then collect, manually check off and then transmit the information to us. The time savings and accuracy of direct entry is especially relevant if the PT enters the charges immediately after the service is rendered. 3. The services are captured and reviewed in "real time", shortening the time between the date of service and date of payment.
Most of our clients think this method saves them time, and because they are captured immediately at the time of service, prevents "forgotten" or missed charges, or charge slips that are misplaced entirely. Our system has a lot of other features and benefits that make the entire practice run smoother.... a simplified patient flow through your office is the biggie.
OR..... You Log It, We Enter It...The Manual Method
If you prefer, you can create one daily logsheet with all of your patients and services on it, or can make a superbill for each individual patient. You may fax us these at the end of the day, every other day, or once a week, depending on the number of patients you see and how quickly you want your charges processed. We'll enter them for you. We process all inbound work in the order received.
If you're a paper-person or a techno-phobe, this method may be preferable for you. We have a number of smaller solo-provider practices with no support staff that send us a simple spreadsheet every day. It adds a little time to the reimbursement cycle, but it still works well and claims still get paid.
Again, we're here to make the billing process as headache-free as possible. Charge capture is really just a matter of preference.