Billing & Collections

UCBCA has developed very stringent internal billing guidelines and collection protocols that utilize those follow-up demands that we have pre-set in our computer system. By assigning each facility to specific account managers, we are able to meet the needs of our customers while ensuring that each account is continuously monitored for maximum performance.

UCBCA feels that each client is unique due to the services they provide, their payor mix, number of visits per day, number of hospital visits performed, outside service agreements, etc. The account managers are responsible for ensuring that your accounts are handled appropriately, according to the specific needs of your facility. If an employee is absent in our office, other staff members are able to pick up where they have left off, and proceed with the next step. The account manager maintains ongoing responsibility of the account and the employees assigned to work your account.

Each account manager reviews the monthly reports, verifying the billing and collection progress, and develops monthly goals accordingly. Our process with our clients on who is responsible for which key component is briefly detailed as follows, but is subject to change based on the individual providers needs:

Patient Demographics

The patient completes a basic demographic information sheet that mirrors our system. Patient demographics are then entered by the clinic staff upon registration. All insurance information, along with the appropriate copies of cards, as well as patient information data, is scanned into our system for easy reference.

Charges

The charge ticket or superbill is completed by the clinic employees and placed in the days work to be scanned into our system at the close of business. UCBCA’s policy is to post charges with in twenty-four hours of receipt. All charges are then billed out with in forty eight hours of charge entry. If additional information is required from the clinic, it is requested in writing with in that period. All daily batches are balanced based on the daily sign in logs, the daily charge ticket count, the registration count and with the daily deposit to ensure that all charges are captured, all payments are posted and all items are accounted for.

Payments

Payments are received in two different fashions. There will be counter receipts and mail receipts. All counter receipts will be deposited by the staff members on site into the appropriate bank account with a deposit slip being forwarded to our office. All mail payments will be sent to UCBCA utilizing an assigned post office box address. It is highly recommended for each provider to allow our company to implement electronic remittance advice deposits. Major payors offer this service. The funds will be electronically deposited into the provider’s bank account, with the explanation mailed to UCBCA for posting purposes. Monthly payment reconciliation reports are included in the basic reporting packet.

Statement Mailing

Monthly statements are mailed the last week of each month for those patients who have an outstanding self pay balance. The statements include all of the activity from both the patient and insurance companies that occurred during that statement period. The statements will have UCBCA’s billing address, as well as, a business office telephone number. Our service representatives will be available during normal business hours to assist with any questions the patient may have.

Account Follow Up

Accounts are monitored by date billed. When all information has been received from the provider, the claim is then billed to the perspective payor. It is recommended that the provider allows our company to enroll with all payors that will accept claims electronically. We track estimated return time on claims sent both via paper and electronic formats. Defaults in our system are then set to alert the staff member responsible for collection of the account. The staff member must follow up on the claims in order to complete their daily tasks. Denials are logged, worked, and corrected if needed, and resubmitted on a weekly basis for each payor. We monitor trends and look for common issues to prevent future denials and to assist the provider with any training needs they may have.

Credit Balance Management

Credit balances are investigated to alleviate possible posting errors. If in fact the patient or insurance is due a refund, the account is sent to the accounting department on a weekly credit balance report. A refund request form is completed and all necessary documentation to support the need for a refund is issued to the facilities accounting department for payment to be issued. The account is then noted to have a refund issued and the balance is adjusted accordingly. This report is offered to the provider in the standard report packet.

Collection Agency

All Providers have the option to retain the agency of their choice. If there is no preference, UCBCA will if requested, utilize our local agency. We abide by the policy and procedure of the provider when assigning cases to be sent. If the case meets the specified criteria, the accounts are sent to the agency preferably through electronic transfer. UCBCA’s policy will be imposed if none is specified by the provider. Specific information regarding collection policy will be provided in the New Client Implementation Packet.

As this is only an overview of the services we provide, we would be happy to meet with you to further discuss our process of Accounts Receivable Management at your earliest convenience.