How It Works
Suppose you talk with me on the phone or email me with a list of tasks that you just can’t get done during the week. Just imagine, for example, that this was your task list:
File insurance claims weekly
Follow-up on unpaid claims
Send client statements out monthly
Create mailing list
Post eobs to database
Update Intake form
Preliminary
You and I would discuss your needs and any time frame you may require for task completion. In this way we would be able to roughly figure out how much time it would take to complete these tasks (based on my time spent on similar tasks in the past). We would talk about whether you needed the tasks done daily, bi-weekly, or whatever. Once we finished the initial consultation regarding tasks and expectations, we would have a good idea about how much time you would require each month, and how much it would cost you.
Paperwork
The second step would be to gather written information; we both sign a contract that outlines the general tasks. In addition, I sign a confidentiality agreement to keep your records and client information private. I ask you to fill out a basic form that tells me all of your contact information, as well as things like your NPI and provider numbers, etc. so that I can keep a file – this is necessary information when I file claims in your behalf. We may also exchange paperwork involving HIPAA compliance procedures.
Procedures
Correspondence between myself and my clients is primarily through email. When confidential data needs to be exchanged we use fax, standard mail, and other means that work for both of us.
Since I am not limited to standard daytime hours, I very likely will do some of your tasks at night and/or on weekends. This is the norm for me, and I find it liberating to have the freedom to work whenever I want or need to, as long as it works within your schedule. Some of the tools and resources I may use include:
LogMeIn – to access your computer and work with your files
iBackup – an online confidential file storage website
Microsoft Office Suite
ExpressScribe – for transcription
Time Stamp – for task management and timing reports
Office Ally – electronic claims filing clearinghouse
One Health Port – portal for various insurance companies
Speedy Claims – software for submitting paper claims
Some of the billing and database management programs I’ve worked with in the past include:
ShrinkRapt
My Clients Plus
Therapist’s Helper
Claims Magic
