Mental Health Billing Services
First and foremost thank you for thinking of Mental Health Billing Specialists to aid in your billing needs. We know it takes a lot of trust to ask another business to assistant you in your billings and we do not take that decision lightly. We currently work with 25 providers and our billing manager has more that 18 years of mental health billing experience.
The following will help you understand how we would typically set up a billing system for your office. If something does not align with your office, about anything in here can be altered and adjusted to fit your business needs, just let us know.
What you can expect from us?
Mental Health Billing Specialists understands the importance of timely billing and how it can greatly affect cash-flow. Once we receive billing charges from you or your therapists, it will be billed within the next business day (24 hours). Often it will go out sooner than that: if we receive any billing before the end of the work day, it will usually still go out that same day. Rest-assured that everything will be processed in a timely manner. It is our number one priority.
All payments will be accepted by your office and deposited into your business account. We do not accept payments upon your behalf. What is required from you is that you make copies of this information and pass it onto us so that we can keep your accounts up-to-date. This required paperwork includes copies of: new client demographics/insurance cards (back and front of card), insurance denials and explanation of benefits, insurance check copies, personal payments-checks, and cash etc. and credit card receipts. If you select us to manage your authorizations we would also need a copy of the first page of any insurance authorization letters.
If you requested, we will track all of your authorizations and make sure that you or your providers are paid for your work. We will contact the office or the provider and let them know when more authorizations are needed. We will see that these sessions are requested to the best of our ability, although some insurance companies do require speaking directly to the therapist. We will aide throughout the entire authorization process.
You will receive monthly reports from our office. You can expect monthly aged receivable reports for the practice as well as monthly aged receivable reports by therapist (if applicable). We give these reports directly to the director or office manager. It is completely up to you if you choose to share with the therapist’s their monthly aged receivable reports. We will not disclose this information to any other staff members unless you specifically ask us for us to do so.
We will ensure that your client and business information will be kept extremely confidential. We are HIPAA compliant and we place great important on confidentiality.
We offer to make collection calls on delinquent accounts. Generally we fully research the specifics of any delinquent account prior to calling. We contact the therapist/or director, and ask of any situations where a collection call would interfere with the client’s treatment. We get permission from your office before contacting any clients about their bills or sending accounts to collections.
We are responsible for the the costs of billing for your practice: delivery and postage, HICFAs, general billing supplies, etc. We will assume the fees in order to set up your practice within our system. We understand that getting a business going is not an easy task and it takes awhile for cash flow to become steady, because of this we do not require any set-up fees. You will not owe anything to us until you are paid for your services. Once payments start coming into your office we will send you a bill at the end of each month for our percentage based upon what was collected. Your payment to our office is expected by the 10th of each month. Our hope in setting up a billing system this way is that you will be that much more successful in getting started.
How would all of this work?
Your providers are only responsible for getting us their daily billing. (Some offices prefer to have the office manager collect all the charges and they send us one large e-mail so they can track that everything was sent). It is up to you however you choose to get us your daily billing/charges. We will provide a billing sheet that you can complete. Although we recommend daily billing due to cash flow and authorization tracking, how often you submit your billing is completely up to you. Some providers complete their billing daily and some weekly. You will submit your billing via email or fax.
We ask that the explanation of benefits (EOBs), denials and all payments be copied and be sent to our office weekly. If the payment is cash or from a client of a different name we ask that you write which account to apply the payment as well as the date of the payment. Other than that we don’t require you to do anything more than copy and send them to us. We’ll take care of the rest.
For an additional rate, we will track all client authorizations based upon what is billed from the provider. We always check to make sure a session is authorized prior to sending a claim to ensure quick payment and processing. Your practice would be responsible for all initial authorizations or pre-certifications we just ask that you send that initial authorization information onto us so we know what is authorized. For both initial and on-going authorizations, a letter will come in the mail to your office confirming what has been authorized on your behalf. Please copy only the front page so we can enter it into our system. You will keep the original letter and form. We do require that your practice set up a Magellan provider account online so that we can easily manage your authorizations. When the client needs reauthorized we will log on and request the authorization on your behalf. If you bill different CPT codes than were authorized we contact Magellan to make the appropriate changes to ensure your sessions will be approved. If a care manger is required to authorize additional sessions we will inform you so that you can schedule this meeting.
When a new client comes for their first appointment, we ask for a copy of their client demographics and a copy of their insurance cards (back and front). We use this information to enter them into your system and to refer to upon billing inquiries. The client information is kept while the client is active and is shredded once they become in-active. You are required to enter the new client’s diagnosis on the billing sheet prior to submitting it. If the diagnosis is not entered, we will contact the office.
Client monthly statements seem to be an area that routinely needs altered to specific businesses. We can and will issue your clients a monthly statement if you desire; however, not all businesses prefer it this way. There is something to be said about staying in the loop, knowing where the client accounts are, who is past due and being able to answer questions on-site about statements. If you want us to issue these statements we are willing and your clients can call us to answer questions, however, we do allow you to complete them if this works better for your business management. If you decide to manage your own monthly statements please indicate so upon requesting a quote.
Some things to consider…
We understand and respect the amount of time it takes to manage billing services and because of this we also have things we do not offer in order to focus on providing you good services. We think it is vital to be as up-front as possible with you so you can determine if we are a good fit for your office.
You will still be responsible for calling to confirm benefits on your clients and pre-certifying when necessary. This includes the initial authorizations through Medicaid, and any authorizations that are not on-going, i.e. PTAs, MSEs etc.) However, if you do not select to use our authorization service, you would also be responsible for tracking and requesting the on-going authorizations as well as making the appropriate changes to the authorizations to match what you have billed.
You are responsible for verifying that your clients are still eligible for Medicaid.
You are responsible for meeting all Medicaid requirements, i.e. the MSE being the second session, appropriate supervision etc.
You will be responsible for matching your clients with a provider that is in their insurance network.
You will still manage all of your therapist’s insurance provider contracts.
Billing systems require a lot of work to initially set up and then they usually run like clockwork. Because we do not require any set up fees we do require a 3-year minimum contract to use our services.
Hopefully, you have decided that Mental Health Billing Specialists would be a good fit for working with your office. What’s the next step?
After you receive your quote, if you have questions you may contact Jacqui Schlund at 308-382-5297 ext 10 or
2608 Old Fair Road, Grand Island, NE, 68803 Tel: (308) 382-5297Fax: (308) 382-5315
525 9th Avenue, Broken Bow, NE, 68822Tel: (308) 872-5040Fax: (308) 872-5060
3500 Central Ave., Ste. CKearney, NE 68845Tel: (308) 455-1560Fax: (308) 455-1450
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