Medical billing services, Medical billing company, MIPS in healthcare, Healthcare Solutions California, HIPAA medical billing company, Meaningful use of EHRs

5 Front Desk Basics to Improve Your Medical Practice

Like in any business, front desk staff plays a vital role in healthcare affairs. The business of knowing the right person for the right job matters in healthcare more than it matters anywhere else. Because whether it is a hospital or a private practice, patients need all the attention they can get. Moreover, if it is missing out from a crucial place such as the front desk, they can expect the worst outcomes later on.

P3 Healthcare Solutions, Ontario, CA analyzes this aspect of healthcare while it deals with the IT side. Since first impressions are usually the last ones, we have to make the most of them. Otherwise, we can’t promise patients to become a long-term asset of the practice.

Greet Patients As You Mean It

Every human, related or unrelated, deserves care. When a patient decides to check-in, they deserve to be treated in the best manner by the front desk staff. Greet them with a smile because what happens at the front desk sets the tone for the rest of their visit. Making lasting first impressions and treating them like someone you care about is the key to running your medical practice. Believe me, it makes a huge difference. Higher patient satisfaction level depends on the positivity that starts right after a patient checks-in and registers their presence by the front desk.

Speak Politely on the Phone

To get by your day rather smoothly, treat everyone on the phone in a polite way. It is similar to having a patient in real in your office and talking to them. A friendly attitude, calmness in manner, and providing appropriate information are the three factors to an ideal patient-practice relationship. Because they are not well in the first place, and when someone is not well, emotions take over rather quickly. Anything that’s said and done in that situation lasts forever.

As a medical billing service, we start proceedings with clients both old and new with positivity, and replying carefully to their queries. There’s a QA team present behind the calls to check them for quality, and ensuring seamless delivery of service.

A Clean Environment Influences the Most

A clean and well-maintained waiting area has wider implications than one can imagine. A sick patient can get better just by spending some time in it. As a doctor, you speak of cleanliness now and then. How can you expect your patients to sit in a dirty room? It won’t do your practice any good.

Wipe chairs and tables with a disinfectant before they arrive and make sure the place smells good. Put the trash in the bin where it belongs. A seemingly neat and tidy place can look all messed up if the magazines are not returned to the shelves. What matters is that the visitors enjoy their stay while they wait for the physician.

Smooth Patient Workflow Needs to be In Place

From the time a patient checks-in to the time they go out of the doctor’s office, the workflow needs to be in place. I am talking about timely notifications of the arrival of the patient to the doctor. A seemingly simple visit to the doctor’s office can become a complex problem when the front desk staff fails to function.

Furthermore, the front desk has to notify patients of any delays in their check-ups. And if there are any system failures, before the IT staff can deal with it, it has to come to the notice of both the patients and their doctors. When the front desk delivers to the best of their abilities, a smooth patient flow happens as a result.

Full HIPAA Compliance for Patient Records

As a HIPAA medical billing company, P3 considers the safety of patient records as its number one priority. Because breaches of any sort can result in fines and even jail time in some cases. The same is the case with a doctor’s office.

Verification of patient information is the first thing that happens when a patient checks-in. The front desk has to stay updated on the demographic and other relevant data like the date of birth, address, and phone number.

MIPS in healthcare is an incentive program that rewards clinicians with incentives year after year with performance categories such as promoting interoperability in action. The category was previously meaningful use of EHRs ensuring quality use of Certified Electronic Health Record Technology (CEHRT). Hence, electronic health records are crucial as the US healthcare industry moves into the next phase of value-based care.

To read more about medical billing services, go here – 5 advantages of electronic medical billing services for providers

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The ERAs and EFTs in Payment Posting for Medical Billing

As a medical billing service, it is our primary duty to look after the revenue cycle management process of physicians on board. We are on a mission to narrate billing obligations in a fashion that is fast and in the direct interest of clinicians. Some of our clients have recorded their detailed feedback on Clutch.co for any of you interested in reading client reviews. https://clutch.co/profile/p3-healthcare-solutions#reviews

The claimed and paid amount has to concur in an ideal state. It is the job of a medical billing company to comply in such matters that involve the speedy transfer of payments. Any hiccups in the billing process directly affect the practice besides tainting the reputation of the third-party billing vendor.

Explanation of Benefits (EOBs) and Electronic Remittance Advice (ERAs) are documents that discuss the amount billed and the payment received. They also contain information about any discrepancies in both the amounts. The third term EFT refers to Electronic Funds Transfer which is the modern way to address the payment process.

Medical Billing Company Supports ERAs in an Age of Automation

Physician practices can save much time and money if their EOBs turn into ERAs that are electronic documents. Think of the time it takes for a medical practice to deal with payment details manually. It involves a lot of fields to be manually addressed, dropping checks at the bank, and reconciling payments.

If payers can create digital documents like ERAs regularly, physicians won’t have to re-enter payments manually. The process of payment posting is crucial, and to make it easier, we’ll have to digitize EOBs right away.

Medical billing outsourcing requires accurate coding of claims in which there are no over coding and under coding errors. If EOBs reimburse amounts lesser than what is claimed in the bill, our company investigates so that the RCM process keeps on running smoothly.

Benefits of ERA

  • Once the system of automation is in place, posting payments doesn’t involve manual intervention at all
  • It enables faster payments because time is saved in the very instance
  • Makes way for improved and classic denial management

Electronic Funds Transfer (EFTs)

HIPAA medical billing says a lot about the medical billing service in line with the law and its provisions. Under HIPAA, EFT via the Automated Clearing House (ACH) is the only standardized way to move funds electronically. Hence, we have to take a note of that in every transaction we make on behalf of the physicians and specialty-specific doctors.

Just like the way employee checks are deposited, ACH EFT makes sure funds smoothly move between insurance companies and physicians.

Benefits of EFT

  • It is a payment mode that directly coordinates with ERAs
  • The staff members don’t have to be occupied, and there is less paper usage
  • The claims payments are deposited in a safe and secure manner
  • Saves time

21st Century After Effects of Electronic Cashflow

The healthcare industry brought into effect a new standard in the form of ANSI 835 for electronic insurance payments and reconciliation a few years ago. Both ERA and EFT are part of this act. Their role for each other is vital. When an ERA carries the details of the payment, EFT is the actual process through which the payment is made to their rightful owners upon adjudication of claims.

ERA merely forms a report by which benefits are explained. Both the technologies devise simplification of the payments to physicians while expediting the process in the spirit of better healthcare outcomes.

Learn more: 5 Medical Billing Tips to Help Orthopedics Earn More

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HIPAA Medical Billing Is More Important Than You Think

If you belong to the healthcare industry in any capacity be it as a physician, nurse, surgeon, pharmacist, or health IT specialist, you would know the importance of privacy protection and confidentiality obligations.

HIPAA medical billing needs no introduction. The practice of HIPAA medical billing and coding has proved only to be fruitful for a progressive healthcare system in the USA.

Therefore, taking casual measures to ensure data protection and using ordinary software to store data is now just not enough.

Private Data is at Risk!

We say that healthcare services have progressed and we have gone automated, but so have data hackers.

Medical Billing and Coding Companies need to upgrade their systems and take standardized measures.

Lots of sensitive data is transferred from physicians to insurance companies to patients.

As billing companies are directly responsible for data handling, they are held accountable for any mishap.

Why HIPAA Compliance Is Important?

Because the expense for data breaches go far beyond fines and penalties.

No matter what the reason may be for healthcare organizations to outsource HIPAA medical compliance. We should keep in mind the following perspectives.

HIPAA Medical Billing Is Compulsory for Healthcare Organizations

According to the HIPAA Omnibus Final Rule, medical billing companies would be penalized for risking Protected Health Information (PHI). Any violations will not be entertained at any cost, and the company responsible for even minor negligence will have to bear heavy fines. Of course, it would also dent a company’s reputation leading to low revenue.

Data Security Threat Has Not Remained To Just Data Manipulation/Stealing

Not long ago, accidental exposure of sensitive data was considered a HIPAA violation. It means a situation in which you have to bear the financial loss.

However, the modern definition states that even unauthorized access to data is a threat to HIPAA compliance.

The following factors build the base for the damage of HIPAA violation.

  • The scope and type of healthcare data compromised
  • Characteristics of the party or person that accessed the data or violated the HIPAA rules
  • The measures, taken to avoid vulnerable areas to protect PHI

A medical billing company can only be successful by following the HIPAA rules and regulations. The best approach is to include clauses in the BAA – Business Associate Agreement.

Moreover, the Office of Civil Rights (OCR) also allows a bit of relaxation in HIPAA regulations to promote the trend of HIPAA compliance.

Things to Remember

To safeguard the interests of HIPAA compliant medical billing, it is important to not over-commit responsibilities to clients. The things, which, medical billing services are unable to commit can be strictly stated to the physicians.

Here’s a List of Things Medical Billing Should Perform

  • Perform thorough risk assessment
  • Design and implement a full-proof security plan
  • Secure Privacy policy
  • Dedicate trained resources for operations

The accuracy of billing procedure is the second priority; the first remains the infrastructure that supports the cause of HIPAA compliance. Thus, meeting security parameters and confidentiality clause is the only way forward for medical billing companies.