Medical Billing Forum

Starting a Medical Billing Business => Starting Your Own Medical Billing Business => Topic started by: barb2512 on April 23, 2013, 01:57:02 PM

Title: Letting Prospective Client's know I have someone working with me
Post by: barb2512 on April 23, 2013, 01:57:02 PM
So when I approach therapists with my billing service, I tend to be 'me, me, I, I' but in reality I have someone in the office that helps me. She doesn't know all that I know but she does help with specific easy things, like posting eob's etc to the client's own programs. My agreement paperwork refers to my services as the billing company and I sign it as myself as the owner. But I didn't think about it till today that I don't really tell the therapists that it could be me or the girl I have working for me that will be working on their stuff.

I guess I have to figure out if I want my employee interacting with the counselors or if everything should go through me. Eventually I want my employee to handle certain tasks independently

I want to feel free to take on as much work as we can handle or more! So counselors know I have other clients. What do I say that let's them know it might be my office help working on their accounts?

Barbara
Title: Re: Letting Prospective Client's know I have someone working with me
Post by: PMRNC on April 23, 2013, 02:30:43 PM
I'm assuming that all providers know of your employee's and all appropriate BAA's are in order?  I'm not sure I would mislead clients if you have other employee's who may even need to step in when needed. I would think you would need to disclose this anyway.
Title: Re: Letting Prospective Client's know I have someone working with me
Post by: RichardP on April 23, 2013, 04:17:42 PM
... like posting eob's etc to the client's own programs.

You are on thin ice if you have an employee that is logging into a client's database when the client thinks it is you logging in.  Particularly for medical information, each person must have their own log-in I.D. - so the system can track who has been looking at / working on what patient data within the database.  On this issue alone, I would say that if the database was yours, it wouldn't matter whether the client knew you had a helper (helper should still have their own log-in I.D.)  But it is a big no no to have someone logging into a client's database when the client does not know about them (this implies they are using your log-in, which is also a big no no).

If you think about it, everything else is irrelevant compared with this point.  The client needs to know your helper exists, and your helper needs to be given their own log-in I.D. to the client's database by your client.

I assume your selling point is the knowledge you posses.  There is a lot about billing that doesn't require extensive knowledge about coding, etc.  You already mentioned inputting the EOB data.  Just let your client(s) know that you have someone helping with the uncomplicated stuff, and you pay personal attention to the complicated stuff.  Either you do it yourself, or you closely examine the work of your helper to make certain it was done correctly.  Your client's should be OK with that.
Title: Re: Letting Prospective Client's know I have someone working with me
Post by: barb2512 on April 23, 2013, 07:59:02 PM
Thanks all. I guess I could say 'me and my team.' What would you suggest as to how to talk about my services in the plural?

If I want to grow, I'll need more client's and more hands on deck.

I do have a signed confidentiality agreement from my assistant. But I have to think about how I will tell my client's I have an assistant. First I'll have to figure out what she'll do.

Thanks, more to think about.
Title: Re: Letting Prospective Client's know I have someone working with me
Post by: PMRNC on April 24, 2013, 06:50:32 AM
Quote
I do have a signed confidentiality agreement from my assistant. But I have to think about how I will tell my client's I have an assistant. First I'll have to figure out what she'll do.

From your first post you already indicated these employee's were working on your clients accts and a confidentiality agreement with you and her is NOT enough to protect your business or your clients. As Richard mentioned the nature of HIPAA requires a separate login and that's not just for HIPAA reasons but for data integrity and audit trail. I wouldn't worry so much about what to call them as I would what you have going on now that could really hurt your business right now.
You also didn't mention any HIPAA business associate agreements with the provider.  Under the new breach notifications that take effect in September,  this could potentially be a reportable breach even with low probability of a a compromise.
I don't mean to be harsh or scolding, but you need to create a compliance plan or consult yours if you have one and take the necessary steps to protect you and your client. My advice is to go to the client with the proper agreements in place and make sure you make him aware that there have been access to his accounts by these employee's, that to me is going to be more important than to how you refer to your employee's with the client. I would also each employee change their login's immediately and make sure you document the time frame to which they all logged in to protect your audit trail.   
 
Title: Re: Letting Prospective Client's know I have someone working with me
Post by: barb2512 on April 24, 2013, 09:40:19 AM
I do have confidentiality agreements between my company and the providers.

I do not have a written compliance plan. I will do that right away.

I will not have my assistant log in to any accounts until I get that step in order and notify the client's requesting a separate log in.

Thanks for your help. Don't feel scolded. Just enlightened.
B.
Title: Re: Letting Prospective Client's know I have someone working with me
Post by: estutes on July 24, 2013, 05:30:03 AM
Linda,

I was reading this post and noticed that you mentioned:  Under the new breach notifications that take effect in September,  this could potentially be a reportable breach even with low probability of a a compromise.

Where can I find out more information regarding this new issue which is to take affect?

Thanks
Eric
Billing & Collection Concepts, LLC
Title: Re: Letting Prospective Client's know I have someone working with me
Post by: PMRNC on July 24, 2013, 10:08:27 AM
Breach Notifications is part of the New Hitech, AKA: HIPAA II.

www.hhs.gov