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Client not sending billing

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melissa_2004:
Hi all,

Have you had a client that does not send their billing to you on a regular basis?  How did you handle this client?  Do you charge a minimum monthly fee for clients in the event no billing has been sent to encourage they provide the billing in a timely manner?

Here's the story.  I have a client that is not good at sending their billing on a regular basis.  They are not billing any other way and are basically surviving off self pay clients and copays.  I have borderline stalked them to provide the billing and offered multiple options to make it easier.  This client was also months behind on billing when I first signed them and the problem persists. 

Thanks,

Michele:
Hopefully your contract addresses timely payment.  I would probably insist on a sit down meeting and go over the terms of the contract.  I would explain that you have been very lenient with them but that you cannot continue.  You must be paid on time.  Also, I would explain that if he doesn't provide the billing on a regular basis that you cannot plan accordingly to make sure the work is done.


But honestly as I am typing this my brain is screaming "HE WON'T LISTEN!!!!"  You really aren't going to change him so if it's not working for you, you need to consider dropping him.  You are wasting more time on him than he is worth.  Maybe the threat of dropping him may get him to comply, but that is probably your only shot.

Good luck!   ???

PMRNC:
I think she was talking about the client sending her the work.. not payment issue?

My monthly fee is minimum .. so if they don't send me any work.. oh well they still pay me. I have only had one client do this and all I did was say "Hey, your paying me but I have no work this month" and that did the trick.  Even though my monthly fees are based on variables that include my hourly rate, the client does not know that nor needs to know that.

I guess it depends on your contract.. if your contract has a minimum monthly fee than you should still be billing them. If you don't have such a clause in your contract, It will come down to how you explain that monthly fee (based on your time, etc)
so I think you will need to really look at your contract.  Have you tried talking with them?  I do have a clause that will allow for the provider to have a month in case they go on vacation.. I usually discuss this with them at the time they sign the contract, they have to provide me with 30 days notice for vacations over 2 weeks, and again it will only allow for one billing cycle to be skipped.

melissa_2004:
This is true.  The client is not sending me the work.  My rate with this client is a per claim fee (with the exception of aged items).  Soooo, no claims sent, no fee.  I have been working to review the contract and make changes going forward.  Good thing this client contract is up the end of this month.  I do have a timely filing clause but there is no minimum fee that was instituted.  Live and learn.  Won't do that again.  Flat rate. Flat rate.  Flat rate.  I do not want to do the math to see what I have lost on this 1 client.

I have spoken with her and she is struggling to get the information together to send me and keep up with it.  The serious accident was a brain injury and she takes a lot more time to do things than she has in the past.  I have offered to come into the office to organize and get it together for her.  I have offered for her to send me her calendar sheet with the appointment seen on a weekly basis and only provide new client forms if the patient is new or has information/diagnosis etc. that has changed and this has not helped either.

Michele:
Sorry!  I missed that one.  I thought when you said 'months behind in billing' you were referring to your payment, but when I reread it, that is not what you said!  Linda gave great advice.  I would tell them the per claim is not working and switch to a monthly fee.  That way you have a guaranteed income each month, not dependent on whether they give you the work.

Michele

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