Author Topic: Filing paperwork  (Read 7856 times)

dfranklin

  • Full Member
  • ***
  • Posts: 170
    • Rx Business Solutions
Filing paperwork
« on: January 10, 2010, 12:24:27 PM »
I am trying to get the control of my papers.  I have only a couple of providers and I have SOOO much paperwork. The company that trained me said that we don't need to keep the files that we can shred them since the provider has the originals. Once we have submitted and posted we don't need them.  Is this true?

What is common practice? Do you file everything just like to providers office? That would require A LOT of flinging space? If you do file do you have a patient folder for each patient or do you just file by DOS?  I have superbills/chart notes and EOB's and other insurance correspondance.  What do I do with all of these?  If I keep them how long do I keep them for? And how do i go back through to clear them out in order to not have them grow ridcously to where I need a storage just for files?

Help is appreciated!!!

Thanks!

Pay_My_Claims

  • Guest
Re: Filing paperwork
« Reply #1 on: January 10, 2010, 12:54:04 PM »
look at OIG website, and your state and federal legislation regarding this issue

kwardbilling

  • Jr. Member
  • **
  • Posts: 90
Re: Filing paperwork
« Reply #2 on: January 11, 2010, 07:55:43 AM »
The only paperwork that I keep is the logs of their sessions.  I return everything they send to me, EOB's, Intakes etc after I send the claim.

Michele

  • Global Moderator
  • Hero Member
  • *****
  • Posts: 4700
    • Solutions Medical Billing
Re: Filing paperwork
« Reply #3 on: January 13, 2010, 09:34:37 AM »
We keep papers on file.  Often we need to go back and look at something.  Also, I like to be able to go back to the provider and say "that's not what you gave me" when it is necessary, and unfortunately, it is necessary.

Just develop a GOOD filing system, and it makes things easier.

Michele
Sign Up for our FREE Medical Billing Newsletter
Get a 10% discount on Medical Billing Products by using Coupon Code: 10OFF
http://www.solutions-medical-billing.com

dfranklin

  • Full Member
  • ***
  • Posts: 170
    • Rx Business Solutions
Re: Filing paperwork
« Reply #4 on: January 13, 2010, 10:05:24 AM »
that is what i need help with....a Good filing system.  do yoe file by patient? by superbill and date? etc not sure why i am struggling with this but i seem to have a block with this... :(

thanks!

Michele

  • Global Moderator
  • Hero Member
  • *****
  • Posts: 4700
    • Solutions Medical Billing
Re: Filing paperwork
« Reply #5 on: January 13, 2010, 10:08:40 AM »
Over 70 providers  -  so  - we file by provider, by date, and we break up eobs from claim info and patient info.  Also, we break out Medicare & Medicaid eobs into different folders, since those are the ones we go back for most often.  If we have a 'difficult' case, we may have a folder for a specific patient.  But overall, not feasible for the size.

Michele
Sign Up for our FREE Medical Billing Newsletter
Get a 10% discount on Medical Billing Products by using Coupon Code: 10OFF
http://www.solutions-medical-billing.com

Pay_My_Claims

  • Guest
Re: Filing paperwork
« Reply #6 on: January 13, 2010, 02:41:10 PM »
Over 70 providers  -  so  - we file by provider, by date, and we break up eobs from claim info and patient info.  Also, we break out Medicare & Medicaid eobs into different folders, since those are the ones we go back for most often.  If we have a 'difficult' case, we may have a folder for a specific patient.  But overall, not feasible for the size.

Michele


70 providers........slide me about 5 of them :-)

Michele

  • Global Moderator
  • Hero Member
  • *****
  • Posts: 4700
    • Solutions Medical Billing
Re: Filing paperwork
« Reply #7 on: January 14, 2010, 05:52:29 PM »
I have five I'd like to slip you but then you wouldn't think I was nice anymore.   ;D

JK

Michele
Sign Up for our FREE Medical Billing Newsletter
Get a 10% discount on Medical Billing Products by using Coupon Code: 10OFF
http://www.solutions-medical-billing.com

Pay_My_Claims

  • Guest
Re: Filing paperwork
« Reply #8 on: January 14, 2010, 05:53:29 PM »
I have five I'd like to slip you but then you wouldn't think I was nice anymore.   ;D

JK

Michele


LOL, if you have seen who I have worked for you would go ahead and give me my free pass into Heaven!!

dfranklin

  • Full Member
  • ***
  • Posts: 170
    • Rx Business Solutions
Re: Filing paperwork
« Reply #9 on: January 15, 2010, 11:28:57 AM »
Does anyone use or though of using an electronic filing/storing system? Any suggestions on software companies?  I was thinking that maybe we should convert them to electronic files and store them online...but I don't know if it is too cost prohibitive and/or to time consuming...was just thinking it would free up a lot of space and file cabinets.

Thoughts?

PS Michele, I don't mind you can slide me over a couple of those pain in the....ones too :)

Pay_My_Claims

  • Guest
Re: Filing paperwork
« Reply #10 on: January 15, 2010, 11:41:17 AM »
df  stop cutting into my begging time  ;D

Michele

  • Global Moderator
  • Hero Member
  • *****
  • Posts: 4700
    • Solutions Medical Billing
Re: Filing paperwork
« Reply #11 on: January 16, 2010, 10:12:10 AM »
THe worst part is I probably have enough to go around!  LOL  JK 

Anyway, I have never used an online storage - sorry!  Can't make any recommendations.

Michele
Sign Up for our FREE Medical Billing Newsletter
Get a 10% discount on Medical Billing Products by using Coupon Code: 10OFF
http://www.solutions-medical-billing.com

bobbie

  • Newbie
  • *
  • Posts: 10
Re: Filing paperwork
« Reply #12 on: January 16, 2010, 06:44:22 PM »
So, going back to this Filing paperwork entry. We have over 100 providers so you can imagine the paperwork between faxes, emails, eobs etc. Everything I do is filed according to 'date posted' so when I close the books for the month every transaction done that month can be found within that set of papers. I put a coversheet on that clump of papers:  Dr. Pain in the A   
                                                    closing report
                                                      12/1-31/09
                                                       income= $_____
                                                       Charges=$__________
so that if I later need to go back and review a charge or EOB I can just retrieve that bulk from my file or labeled box...it's quick and easy. So I've never managed paperwork other than by posting date.
Is there an easier way? I keep everything for 10 yrs, although I think 7 is the law. How do ya all do it? I'd appreciate any feedback.
Bobbie

Pay_My_Claims

  • Guest
Re: Filing paperwork
« Reply #13 on: January 16, 2010, 10:04:58 PM »
Basically the same. I file everything by the date posted per provider . Any documents I receive are date stamped and documented in the clients file so if i have to go back to it, it has the date to retrieve easily. I print off the AR for that provider for that month. It has posted charges, and posted payments, close out the month, and prepare for the next month.

Michele

  • Global Moderator
  • Hero Member
  • *****
  • Posts: 4700
    • Solutions Medical Billing
Re: Filing paperwork
« Reply #14 on: January 18, 2010, 08:15:33 AM »
We file ours similarly, by provider, by date posted.  We separate claims from eobs.  Folders are switched every month, so going back to locate something is not too bad.

Michele
Sign Up for our FREE Medical Billing Newsletter
Get a 10% discount on Medical Billing Products by using Coupon Code: 10OFF
http://www.solutions-medical-billing.com