DBCP’s Workflow Tips
July 2023
At DBCP, our motto is “make it easier for the next person” and it’s our way of acknowledging that you can do things fast, quick, and rushed OR you can take the time to setup consistent processes that make the flow of work uniform, steady, and ultimately easier for the person doing the next task – and what a bonus when that’s also you!
Here are 3 billing workflow tips:
1. Notes, notes, notes!
Assessing a patient’s billing status by looking at their sent claims and ledger transactions can often feel like detective work – Why was this write-off posted? How was this amount determined as the patient’s responsibility? Which payer is primary/secondary? Why is this claim still open? Who is following up next? When was the patient sent a statement?
Most billing actions taken on a patient’s record greatly benefit from a note that indicates to others what you did, why you did it, and what should happen next. Leaving detailed notes, in a consistent format, eliminates ambiguity and improves collaboration for everyone (clinical/front/billing/managers/doctors). Including the insurance name, date of service, and the initials of who left the note are key components of a helpful note.
Here are some examples of billing actions along with a sample note:
|
Action |
Sample Note |
|
Posting a Payment |
Cigna-D dos 02/27/2023 paid $73.06, w/o $86.94, pt resp $0. DB |
|
Claim Follow-up |
DDCA dos 03/24/2023 dnd frenectomy for missing info, called and spoke w Britney (ref#0123456) she found the x-rays and sent claim back for reprocessing, allow 30 business days. DB |
|
Information Needed |
BCBS-M dos 04/01/2023 claim rejected for missing dx pointer, awaiting dx code from doctor. Claim on hold. DB |
2. User-ready images & attachments
Electronic attachment software, which may or may not be integrated with your practice management software, often supports only specific file types. So, save time and hassle by consistently uploading all images and documents that might be needed for a claim (any x-ray or EOB for example) in an approved file format when you initially add it to the patient’s record. Then later, when a claim needs an attachment, all files are already accessible in a user-ready file format. We find JPEG (.jpg) to be the most universally accepted file format.
3. Consistent File Names
A well-defined naming convention helps you organize all files attached to a patient’s record in a logical manner, allowing you to quickly locate and identify it later. When multiple people access patient records, having a consistent naming structure makes it easier for everyone to understand and find what they need. Once again, it eliminates confusion and improves collaboration.
Here are some examples of naming convention by file type:
|
File Type |
Naming Convention |
Examples |
|
Explanation of Benefits (EOB)* |
Insurance Name- Medical or Dental, Date of Service (MM/DD/YYYY) |
UHC-D dos 01/01/2023 |
|
X-Ray |
X-Ray Type, Tooth# or Area if applicable, Date Taken (MM/DD/YYYY) |
Pano 01/01/2023
|
|
Non-Covered Services Disclosure Form |
Payor Name, NCS Disclosure, Date Signed (MM/DD/YYYY) |
Medicaid NCS Disclosure Form 03/01/2023 |
*Important: Explanation of Benefit (EOB) files added to a patient’s record should contain only patient-specific information to comply with confidentiality/privacy/HIPAA regulations – ie. bulk EOB’s must be separated.
Pro Tip: Clinical notes and consistent file names for clinical attachments make everything easier too. The more uniform, attachment-ready, and easy-to-find information is for each patient, the easier workflow becomes for everyone!
Dental Billing & Consulting Professionals provides tailored consulting services to meet your specific needs and to help you achieve your practice’s unique goals - call or text us any time at (860) 435-7344 to learn more.