Author Topic: Manually Mailing Claims  (Read 3816 times)

dfranklin

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Manually Mailing Claims
« on: January 06, 2010, 09:08:58 AM »
Does anyone know the best way to manually mail claims?

How many can we put in one envelope or should we put only one claim per? If more then one should it be the same patient or can we mix them up?



Should we use the small CMS approved window envelopes or the larger envelopes to hold more claims?

Should the return address be ours (the billing office) or the provider's?

I have not had to print other then for secondaries here and there but now I have switched to a new system where I will be printing the claims that are not set up for EDI which is why I ask.

Thanks!

Don

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Re: Manually Mailing Claims
« Reply #1 on: January 06, 2010, 11:11:44 AM »
I mail them in one large envelope per carrier per provider. I use the large claim form envelopes.
Linda Walker
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dfranklin

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Re: Manually Mailing Claims
« Reply #2 on: January 06, 2010, 11:38:39 AM »
Do you seperate them in any way or in any order?  What about attachments like Medical Records/Chart Notes requested, or Adjunctive Certificate or EOB for 2nds? Do you just put the document behind the claim in the pile? Do you use paperclips or anything?

Pay_My_Claims

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Re: Manually Mailing Claims
« Reply #3 on: January 06, 2010, 02:53:42 PM »
I mail them in one large envelope per carrier per provider. I use the large claim form envelopes.

I have never seen them Linda......might have to look. In this office we use regular envelopes, but other offices we use the hcfa envelopes (i prefer) but they are more expensive.

Michele

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Re: Manually Mailing Claims
« Reply #4 on: January 07, 2010, 06:48:13 AM »
We use the large claim envelopes too, with the window for the address.  We can fit 11 cms forms in a small window envelope.  Anything over 11 goes in the large.  We don't presort them in any order.  Doesn't make a difference.  I never use paper clips, the papers will get separated in the mail room.  I always staple any attachments. 

Michele
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Pay_My_Claims

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Re: Manually Mailing Claims
« Reply #5 on: January 07, 2010, 06:53:14 PM »
now with attachments, i still put *eob attached* and page 1 of (###) on the claims

PMRNC

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Re: Manually Mailing Claims
« Reply #6 on: January 20, 2010, 10:42:31 AM »
Since I've worked for insurance companies I sort of have a heads up on this one..and it does matter.
I don't mix providers in one envelope..EVER. That's for privacy reasons as well as it's too easy for claims to be processed under the wrong provider tax ID. Each provider's claims go to different places. I don't use staples in the large claim form envelopes because they get removed anyway. If I have a claim that needs an attachment it goes into a separate envelope, no staples. When the carriers get claims, they are immediately gone through and staples, paper clips etc are removed because the claims go through a microfiche machine..each claim is given a number on each page.
Linda Walker
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midwifebiller

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Re: Manually Mailing Claims
« Reply #7 on: January 20, 2010, 11:23:49 AM »
We use small envelopes with windows. I took the time to weigh everything and know that I can get 6 claim forms in one envelope without extra postage.  The specialty window envelpes are nice, but they are more expensive, so I just use regular window envelopes and fold the claim forms a little funky to make sure the address shows through the window.

About staples.  I know we're not supposed to staple and I have been told this from several people who have worked 'on the inside'. However, I still staple charts, EOBs, etc., to the claim form and write in bold letters CHARTS ATTACHED.  There have been several times I have called on an unpaid claim, only to have them tell me "we still need chart notes".  I ask them to pull up the scanned copy of the claim form and--lo and behold--there is the note on the top of the claim form and a nice big rip mark in the corner where they separated the stapled papers.  Funny how they always manage to find the chart notes after they see this...

~Kelli
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Pay_My_Claims

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Re: Manually Mailing Claims
« Reply #8 on: January 20, 2010, 12:07:26 PM »
Since I've worked for insurance companies I sort of have a heads up on this one..and it does matter.
I don't mix providers in one envelope..EVER. That's for privacy reasons as well as it's too easy for claims to be processed under the wrong provider tax ID. Each provider's claims go to different places. I don't use staples in the large claim form envelopes because they get removed anyway. If I have a claim that needs an attachment it goes into a separate envelope, no staples. When the carriers get claims, they are immediately gone through and staples, paper clips etc are removed because the claims go through a microfiche machine..each claim is given a number on each page.

I have been told by MANY carriers do not staple the claims....and that is the very reason!! We are just told to write "corrected claim"  "EOB attached" and page 1 of...on each claim for clarity

Pay_My_Claims

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Re: Manually Mailing Claims
« Reply #9 on: January 20, 2010, 12:08:39 PM »
We use small envelopes with windows. I took the time to weigh everything and know that I can get 6 claim forms in one envelope without extra postage.  The specialty window envelpes are nice, but they are more expensive, so I just use regular window envelopes and fold the claim forms a little funky to make sure the address shows through the window.

About staples.  I know we're not supposed to staple and I have been told this from several people who have worked 'on the inside'. However, I still staple charts, EOBs, etc., to the claim form and write in bold letters CHARTS ATTACHED.  There have been several times I have called on an unpaid claim, only to have them tell me "we still need chart notes".  I ask them to pull up the scanned copy of the claim form and--lo and behold--there is the note on the top of the claim form and a nice big rip mark in the corner where they separated the stapled papers.  Funny how they always manage to find the chart notes after they see this...

~Kelli

the Page 1 of 5 works in the say way!!

kwardbilling

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Re: Manually Mailing Claims
« Reply #10 on: January 24, 2010, 11:51:02 AM »
When I manually mail claims, never put more 3 three claim sheets in one envelope, I weighed also, this is using small business window envelopes.  Also, I fold them serperately and never put more than one provider in an envelope.  I haven't had any problems...

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Re: Manually Mailing Claims
« Reply #11 on: January 26, 2010, 12:35:54 PM »
3 in one envelope seems wasteful to me. I will put what I can in one envelope per provider, per carrier and pay the extra postage. Those costs are already calculated into the clients fee. Those larger window envelopes are made for multiple claims, if you decide to use them they actually save you in the long run. much easier than stuffing dozens of envelopes and time=money.
Linda Walker
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kwardbilling

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Re: Manually Mailing Claims
« Reply #12 on: January 26, 2010, 01:11:14 PM »
yes, however, I don't have large volume, working for two very small practices....right now what I'm doing is the best way, if claims increase I will then go to the larger envelopes. 

dfranklin

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Re: Manually Mailing Claims
« Reply #13 on: January 26, 2010, 01:24:27 PM »
Linda,
Where do you get your claim envelopes from?

PMRNC

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Re: Manually Mailing Claims
« Reply #14 on: January 26, 2010, 01:30:16 PM »
http://www.medical-forms.com/  PMRNC members can get 10% discount.

You can get either the large ones that hold 50 or the ones that hold up to 12. 
Linda Walker
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