Learn the best ways to keep your agency’s billing organized and maximize your profits.
Imagine this: It’s a beautiful morning, the birds are singing, and the sun is shining. Then, all of a sudden, as you’re driving to work, you get a call from your agency’s administrator.
“Boss, I don’t know what happened. Most of the claims from last week were not submitted, and the ones that were submitted have been denied!”
How could this have happened?
For most agencies, the problem usually comes down to one thing: not having a system to track the different types of visits.
That’s exactly why we’ve put together a list of four labels.
When your admins use these labels consistently, it helps keep everything organized. And staying organized means your agency can make sure it gets paid the absolute most.
Use these 4 labels to keep organized:
1. Unbilled
This type refers to visits that have been completed in an agency’s EVV portal but haven’t yet been reviewed or submitted for payment.
Make sure visits of this type have accurate clock-in and clock-out times. Also, confirm the documentation reflects what occurred and includes the correct client and caregiver on the claim.
If the visit has been fully reviewed and everything looks okay, the agency administrator can move them into the next status.
2. Ready to Bill
Visits of this type have been reviewed, edited, and cleared as accurate visits that are unlikely to have negative impacts on the agency’s compliance.
Make sure visits labeled this type are sent out of the EVV portal before the agency’s timely filing window for billing so that there are no interruptions to cash flow, payroll, or agency revenue.
A visit should only be moved to this status if the admin is absolutely sure it is good to go. That being said, sometimes things happen, and mistakes slip through the cracks. Which is why occasionally visits can show back up in the EVV portal as having been denied, rejected, or partially paid out.
One of main reasons this can happen is because visits haven’t been switched to the type below:
3. On Hold
Visits marked as “On Hold” are separated from “Unbilled” and “Ready to Bill.” This is due to data issues that need correction or visits not being removed from the caregiver’s schedule in time.
Label visits as this type to make it clear that a correction needs to be made in order for that visit to be resubmitted for billing OR if it was never meant to be completed, moved to the final status listed below.
4. Archived
The “Archived” visit type is reserved for visits that should never have been completed in the agency’s EVV portal.
hese visits typically come from schedules that were not updated when a client left the agency. They can also occur when caregivers are accidentally assigned to the wrong client.
Adding this type to visits instead of deleting them from the EVV portal will help the agency stay organized and maintain accurate visit records that could be needed in the event of an audit.
Organizing all this information can be a time-consuming process that costs your agency money. Fortunately, GEOH can help you figure it out fast, helping your agency get time back in the day without affecting revenue or service quality.
Chat with Aarron, our GEOH specialist, at the link below. And get all the specifics on how GEOH can help you, so you can focus on helping others!
