Organizing Client / Billing info

[williamportor]

Is it advisable when setting up an office ally account for a a new provider, to simply give them the username and password, have them input the patient, insurance and and visit information, and let me submit the claims? Most of my clients fax me the information, and I do all of this myself, and it's pretty time consuming (I don't know why I didn't think of this before!)

[PMRNC]

Is it advisable when setting up an office ally account for a a new provider, to simply give them the username and password, have them input the patient, insurance and and visit information, and let me submit the claims? Most of my clients fax me the information, and I do all of this myself, and it's pretty time consuming (I don't know why I didn't think of this before!)

Well sure you could ask, but then you get the easy part and what would they pay you for? Think of it this way, you work in an office as a biller, your doctors pay you a pay check, you go up to Dr. Smith and say Doc, "you enter all the info in the PM system and I'll go and send the claims. Sound good" Doctor might say "Sure, yes that sounds good "Your fired" or "But we will have to lower your wages." 

Then there is also the fact that would you want to depend on the data someone else is entering before you send claims? I wouldn't.

JMHO

[Michele]

We actually have some providers that do their own entry, especially if we are working out their system.  There are pros and cons to both.  First of all, bad data entry can make the billing job a nightmare.  Also, like Linda mentioned, they may feel they don't need you anymore or they shouldn't pay you as much.  For us it works out when we start the account out that way, and it's something they are already doing.  For example, we just started an account where we are working out of their system.  So they already input everything and have been for years.  The previous biller did the same thing but she was an employee of the practice, and we are independent.  Nothing on their end changed other than that we took over the billing portion.  Their biller was already doing it remotely.  So in that case, they are doing the data entry but they were before.  We have other similar situations.  But if you go in after you've already been doing it and ask them to start I think you are asking for trouble. 

[Michele]

Just curious, what were they doing before?

[PMRNC]

Since I'm responsible for claims I send out I don't want to depend on data entry at all by anyone but myself. I see so many problems with that.

[williamportor]

Just curious, what were they doing before?

Most of them were faxing the patient, insurance and claim information, and I was doing the data entry and submitting the claims. Just looking for ideas here, and trying to streamline the process. You folks said a good biller could produce 6000-9000 per month in income. I'm still trying to figure out how this is possible.

[Michele]

If they are currently faxing it to you and you are entering it I definitely don't think they will like the change.  Are you using Practice Mate?  (Office Ally's free software?)

[williamportor]

Yes

[williamportor]

We actually have some providers that do their own entry, especially if we are working out their system.  There are pros and cons to both.  First of all, bad data entry can make the billing job a nightmare.  Also, like Linda mentioned, they may feel they don't need you anymore or they shouldn't pay you as much.  For us it works out when we start the account out that way, and it's something they are already doing.  For example, we just started an account where we are working out of their system.  So they already input everything and have been for years.  The previous biller did the same thing but she was an employee of the practice, and we are independent.  Nothing on their end changed other than that we took over the billing portion.  Their biller was already doing it remotely.  So in that case, they are doing the data entry but they were before.  We have other similar situations.  But if you go in after you've already been doing it and ask them to start I think you are asking for trouble.

Thank You for the advice folks. Just exploring ideas (I guess this one was not too good) Trying to be more efficient here, I'm anxious for the day I can go to NY and see how you folks do it. The business is building here, however slowly. I'll get there.   

[Christy]

"Since I'm responsible for claims I send out I don't want to depend on data entry at all by anyone but myself. I see so many problems with that"

AMEN!

[Michele]

I don't mean to be a debbie downer, but I believe the issue is the software.  I know it's nice to use a free system, I totally get that.  But I have worked in Practice Mate and it takes 3-4 times longer to complete any task than it does in a better software system.  We had a client who insisted we use Practice Mate for his account.  We did it for 6 months and then told him we could no longer do it. 

I absolutely LOVE LOVE LOVE Office Ally.  They are awesome.  But the PM software is just not great. 

I know that the cost factor is more than helpful when running a business, but in my opinion, that is why you are only able to make around $1500 per month.  If you were doing the same billing in Lytec it would take you 15 hours per week instead of 40 and then you could do $6000 - $9000 in a 40+ hr week.

[PMRNC]

IF he is using HIS software/system for other clients, then indeed I'd say yes that could be the first common denominator in business efficiency. I wasn't sure if he said he uses their software or not.  I worked with a few software's when I used my own system that made me want to tear my head out of my hair and I lost more time having to have tech support. So I agree with Michele that might be something to be looked at.

I have never turned down or got rid of a client due to the software they used, however I have taken the time to analyze a system that I felt was inadequate. I would prepare a report for them to show them how the system is losing them money and I would give them solutions and options for another system. IF they were unwilling to change or invest in another system AND I felt the software was causing me to lose to money then I would re-negotiate my rate with them. I look at it this way, if I worked in the office, who am I to require the provider to switch systems, I get a paycheck to utilize what I have and to do the job to the best of my ability with the system they have. I only had one provider unwilling to change her ways at all and she ended up retiring anyway.

[Michele]

I have never turned down or got rid of a client due to the software they used, however I have taken the time to analyze a system that I felt was inadequate. I would prepare a report for them to show them how the system is losing them money and I would give them solutions and options for another system. IF they were unwilling to change or invest in another system AND I felt the software was causing me to lose to money then I would re-negotiate my rate with them. I look at it this way, if I worked in the office, who am I to require the provider to switch systems, I get a paycheck to utilize what I have and to do the job to the best of my ability with the system they have. I only had one provider unwilling to change her ways at all and she ended up retiring anyway.

We actually did present them with data showing them why the software was not efficient, how the reports were not accurate and how they were losing money.  The negotiations over our fee were already very tough so increasing was not optional for them.  We gave them several options, some of which would not cost them anything additional.  They chose to continue using the inadequate system.  Sometimes you just have to walk away.......