Author Topic: Leaving a office please help  (Read 3115 times)

Billing2

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Leaving a office please help
« on: March 03, 2014, 03:21:21 PM »
I'm leaving a office due to non payment and a few other reasons. I will be sending them a termination letter via certified mail. Which they will not pick up because they never pick up certified mail for the office and one non certified. I would like to state in the letter how I will be handling the EOB, day-sheets ect. Do I keep or give it all back? I will be ending my log on to the office and navi net.
I know I will have to have my attorney go after them for the money they owe, but would like to do the letter my self to keep the cost down of the attorney. Since I've already lost so much money.

Any help would be great.

« Last Edit: March 03, 2014, 03:31:11 PM by Billing2 »

AnthonyMBA

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Re: Leaving a office please help
« Reply #1 on: March 03, 2014, 04:16:55 PM »
Just so we're clear... You are a billing service and you are terminating your relationship with a client?

What does your contract with them stipulate?
Anthony D'Oronzo, MBA, CPC
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PMRNC

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Re: Leaving a office please help
« Reply #2 on: March 03, 2014, 05:14:35 PM »
Quote
Do I keep or give it all back? I will be ending my log on to the office and navi net.
I know I will have to have my attorney go after them for the money they owe, but would like to do the letter my self to keep the cost down of the attorney. Since I've already lost so much money.

This depends on your contract.

JUST FYI.. I pay my attorney a retainer fee each year which gives me access to all services.   Just a little tid bit. :)
Linda Walker
Practice Managers Resource & Networking Community
One Stop Resources, Education and Networking for Medical Billers
www.billerswebsite.com

Billing2

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Re: Leaving a office please help
« Reply #3 on: March 03, 2014, 05:53:07 PM »
Quote
Do I keep or give it all back? I will be ending my log on to the office and navi net.
I know I will have to have my attorney go after them for the money they owe, but would like to do the letter my self to keep the cost down of the attorney. Since I've already lost so much money.

This depends on your contract.

JUST FYI.. I pay my attorney a retainer fee each year which gives me access to all services.   Just a little tid bit. :)
Just so we're clear... You are a billing service and you are terminating your relationship with a client?

Yes, I'm a billing service and yes terminating with client.

What does your contract with them stipulate?
I have a Three page contract and it does not state when I term where the info will go. But It will now. It has ever thing else in it.

I wish I could afford a attorney on a retainer.
I do have to give a 30 day notice.
 

Merry

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Re: Leaving a office please help
« Reply #4 on: March 03, 2014, 07:53:59 PM »
But if they are not paying you,  seems to me that THEY have breached the contract.  Why do you have to give notice?   The legal eagle Linda will chime in I am sure.

PMRNC

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Re: Leaving a office please help
« Reply #5 on: March 04, 2014, 08:09:01 AM »
If they did not meet the payment terms of the contract, Merry is right, they are in breach which means you can terminate the contract just check to see what your termination clause says. Mine gives a time frame if invoice is not paid..etc.
You MUST update your contract. I mean no offense but a 3 page contract is not going to have even half of what you really need to cover yourself. A termination clause should state exactly when a contract can be terminated, reasons why, and what steps are taken once contract is done. You do NOT give back any of your source documents, those are yours and by law you need to retain them. If they want copies, I don't see how you can deny them w/out covering this in your contract. That will be your problem if they want reports, data, etc, those things are not spelled out so they have the wiggle room, not you. I would send them the letter as intended, include some sort of verbiage in the letter that you will be happy to provide final reports upon payment of your final invoice.  Hopefully if you are charging a % of revenue you have gone over the terms of termination with regards to this?
Linda Walker
Practice Managers Resource & Networking Community
One Stop Resources, Education and Networking for Medical Billers
www.billerswebsite.com

Merry

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Re: Leaving a office please help
« Reply #6 on: March 04, 2014, 08:51:55 AM »
Never give docs back.  Just going through a Medicare audit wiith a client and they questioned the billing service.  They wanted to be sure what was
billed was actually the same info on
the source docements. If they want it
back,  make copies and charge for
your time ahead of doing it.  I know
this must be stressful for you.  I hope
we are helping.  For certain you are
helping others with this experience.
  For anyone who wants a great
reference for writing a contract look on
 the images of the books here on the
left.  "WRITE A KICK BUTT CONTRACT" FOR YOUR MEDICAL BILLING SERVICE"

AnthonyMBA

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Re: Leaving a office please help
« Reply #7 on: March 13, 2014, 07:30:41 PM »
Linda and Merry left some good advice.

If after you send your letter of intent to the client and he/she doesn't pay, I would recommend  finding a lawyer who also provides collection services so that you can have at least a chance of receiving the money that you are owed. If you live in IL, I have a few that I can refer you to. 
Anthony D'Oronzo, MBA, CPC
Medical Billing and Practice Management Consultant
www.TheBillingGuy.com
Add me to your professional network: www.linkedin.com/in/anthonydoronzo

Billing2

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Re: Leaving a office please help
« Reply #8 on: March 19, 2014, 12:10:04 PM »
Thank you all for the help. I have redone my contract.

I will be leaving the office on May 1st.


Merry

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Re: Leaving a office please help
« Reply #9 on: March 19, 2014, 12:35:04 PM »
Was there any backlash over this.  Thanks for sharing your situation.  I am sure that others learned from your posting your own situation. 

Billing2

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Re: Leaving a office please help
« Reply #10 on: March 19, 2014, 01:58:47 PM »
Merry,

I did it in a way to make it all about them. The way the one provider is,it has to be all about him.
 
I'm moving from New Jersey to Oregon in May. So I told them I was giving my 30 days notice due to the move and they would be much better off with having someone in office to help them out.  You have to hand hold them a lot.

So they are hiring a new person for in the office. Made it a nice exit, they also paid me cash for my bounced checks.

PMRNC

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Re: Leaving a office please help
« Reply #11 on: March 19, 2014, 02:15:24 PM »
Quote
I'm moving from New Jersey to Oregon in May. So I told them I was giving my 30 days notice due to the move and they would be much better off with having someone in office to help them out.  You have to hand hold them a lot.

It sounds like you handled it pretty nicely. If I can ask; is the reason you are leaving them mostly because of their lack of timely paying or because you are moving? I'm just asking because I wasn't sure if you were aware of all the optional ways you can still handle their billing even across the country.

I also, in the future would NEVER skimp on getting an attorney. There are even some really good pre-paid legal services which are just as good. Prepay is basically same as giving retainer. I would look for one that is well versed with healthcare administration AND contract law. Collections law is more specific, with an attorney specializing in contract law they can better help you with your situation when it comes to any breach of the contract. J M H O
Linda Walker
Practice Managers Resource & Networking Community
One Stop Resources, Education and Networking for Medical Billers
www.billerswebsite.com

Billing2

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Re: Leaving a office please help
« Reply #12 on: March 20, 2014, 07:24:04 PM »
No I'm leaving due to payment issues.  I feel very fortunate all my office are staying with me.