Find answers to the most frequently asked questions below. To learn more about how we can streamline your revenue cycle management processes, call us or fill out the online contact form.

We prefer to bill our patients, but we are interested in outsourcing our medical billing services. Does your company offer this service?2021-05-14T14:10:48+00:00

Absolutely! We are more than capable to handle your billing services needs. Simply reach out to us and one of our account managers will help solidify this reciprocal business relationship.

How do you handle non-payments (collections) from a patient?2021-04-15T20:30:28+00:00

We will send out no more than four statements, and make follow up phone calls. After 120 days we recommend that the account be turned over to a collections agency and that the patient be denied future treatments until their account has been paid. If you are not already affiliated with a collection agency near you, please let us know.
* We strongly recommend that an additional fee be applied to each patient’s account which has not been reconciled within a 30-day period.

How do you handle non-payments from an insurance carrier? (denials, etc.)2021-04-15T20:29:34+00:00

We must first determine if the denial, whether in part or in full, is valid. If the denial is valid, it must be written off. If the denial is not valid, as in many of the cases, we will request that the carrier reprocess the claim. Unfortunately, many carriers will require that the claim be resubmitted on paper via snail mail, and additional charges may be invoiced to your account as a result.

How often will our patients be billed?2021-04-27T17:46:17+00:00

Any patient in our system will receive a bill for any balance due, once payment has been received by their insurance carrier if you have contracted for this service. Patients are billed bi-monthly. Payment Plans can be easily accommodated also.

How do we report payments received from our patients, for both co-payments and patient billing?2021-04-15T20:28:25+00:00
  • You can easily report a patient’s co-payment, made at the time of service, on their superbill (treatment form) for that day’s treatments.
  • You can also report all of the patient’s payments, received in the mail, by keeping a Payment Log. A payment log enables you to report all payments received in your office, using one simple form. If you do not already use this type of form in your practice, we can custom design one for you.
  • You can also report all of the patient’s payments, received in the mail by making a copy of the check and attaching it to their patient statement remittance (if returned).
What happens if we accidentally omitted any of the information contained on the required forms, and we already sent them to your office?2021-04-15T20:27:59+00:00
  • You will receive a report indicating that the claim does not contain enough information to be processed by the carrier, listing exactly what is missing, which is normally faxed to your office immediately.
  • We do this as a courtesy to you and your staff, to assist in gathering the information quickly, and to avoid timely filing deadlines that are imposed by many insurance carriers.
Do we have to report the insurance payments received in our office to you?2021-04-15T20:26:55+00:00

Yes! It is vital to your practice that we receive this information, so that we can enter the insurance carrier’s payments and generate the necessary patient statements for those accounts which still may have a balance due.

How do we report when treatments are rendered, so that you are able to generate a claim on our behalf?2021-04-15T20:26:36+00:00

You must send us a completed superbill (treatment form), which has been signed by the physician rendering the services. This form must contain the following:

  • Patient’s name
  • Name of the payor (insurance company)
  • Associated CPT codes (s)
  • Associated ICD-10 code (s)
  • Referring physician’s name and the referral # (if needed)
  • Any/all applicable modifiers
What information is needed in order for your office to generate a claim on our behalf?2021-04-15T20:25:52+00:00
  • A copy of the patient’s insurance card (front and back)
  • New Patient Information Form
  • The patient’s first superbill (treatment form)
  • A copy of the patient’s written prescription (if applicable)
How often should we send our new billing to you?2021-04-15T20:25:08+00:00

As often as you choose to! We personally recommend that our clients send us their new billing consistently on a daily or weekly basis.

What routes can our office send in our billing transactions?2021-04-15T20:21:00+00:00
  • In-person Pick-up (if local)
  • Standard Mail – just place your documents into a secured envelope and mail them to our main office
  • eFax – the quickest way to get your billing to us! simply eFax each completed document to our office– as needed basis (after each visit, at the end of each day, once per week, etc.)
  • Scan and email them to our secured, HIPAA compliant email server


It is in your right to enjoy faster cash flow with maximized reimbursements, and timely billing. Take a leap and free yourself to do what you do best and let us manage your billing needs with maximum efficiency and transparency.

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