Billing > Billing
Filing paperwork
PMRNC:
--- Quote ---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.
--- End quote ---
Yikes you guys missed this.
YOU should be keeping your source documents for the same federally required time. If your state law is longer than you use the state law's period (record retention) Anything you use to file a claim is a source document and MUST be retained by YOU as well as the provider.
midwifebiller:
For what it's worth, here's how we file. Each provider has three files.
File folder 1: Provider information, W-9, licenses and certifications, contract information, communications worth saving, etc.
File folder 2: Patient registration forms and superbills. These are filed alphabetically. For our smaller practices, it's just one folder. For larger practices, it's multiple folders, A-G, H-M, etc. For large practices, it's one folder per letter. I only file by the first letter of their last name, not any further. For example, all the Millers, McNarys and Matsumotos are in the M folder. I do not take the time to make sure it's Matsumoto, then McNary and finally Miller (I'd be filing all day!)
File folder 3: EOBs. These are filed chronologically by the date on the EOB. Again, for our small practices, it's just one folder and we file each EOB behind the rest. For larger practices, we have 12 folders, one for each month of the year. Any problem insurance companies get their own folder.
We frequently have to go back and look at the original document, and this system has served me well for many years. I am now using a web-based billing program that has online document storage. This has been a great time saver--the documents are just a click away instead of having to search in a file folder. I have looked into electronic file storage, but it was too expensive. And with the document storage right on the billing program, it became a moot point.
I keep two years worth of files in the filing cabinet. Every January I pull older superbills and EOBs out, put them in a box, label it and put it in the crawl space under the house. It really doesn't take that long and it feels so good to get rid of those old papers! (I have also hired teenagers to do this for me when I am too busy.) I have also hired a professional shredding company to come and take the 7+ year old boxes off my hands.
Hope this helps!
~Kelli
dfranklin:
What about chart notes? I have been shredding those things but even if I filed the way mentioned above I would have large batches of paperwork filed in a stack for the month. Now my provider sends me a note/request today to send all chart notes from 10/7/09 tp 1/8/10 to Geico. Now even if I kept them this request would not be easy to retrieve from our files as they will be multiples in each big monthly pile and trying to locate and retrieve the notes from in this case 4 filed piles would be a difficult task. Is it a normal expectation for a provider to request this from us? Would you guys be able to do this based on how you file or would it be normal to request the provider to give those to us to send in? What would you say to the provider so you don't sound like we are not doing our jobs and that we are working within industry standards?
QueenAlicia:
--- Quote from: Pay_My_Claims on January 13, 2010, 05:41:10 PM ---
--- Quote from: Michele on January 13, 2010, 01:08:40 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
--- End quote ---
70 providers........slide me about 5 of them :-)
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LOL, Charlene I heard that! ;D
DMK:
Forgive me if I gasp! Why would you be responsible for keeping treatment notes? Those should be in the patient's treatment file at the Dr.s office! If the insurance company requests notes, the doctor should copy and send them, or a copy service should come and copy them. They wouldn't send the copy service to the billing service to copy records!
Dina
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