The medical biller’s job would be easier if accounts paid on time and insurance companies reimbursed the correct amount. Unfortunately, accounts build up balances and credits and insurance companies overpay, underpay, and demand “takebacks.”
The sections below include step-by-step instructions for handling common accounting challenges. You will learn how to:
Refund a personal balance
Refund a bad check, reinstate the charge, and post a penalty fee
Turn an account over to a collection agency
Post an insurance interest payment
Post an insurance overpayment
Write-off a credit, turning it into revenue
Handle an insurance refund or “takeback”
The instructions in these sections assume you have a solid, working knowledge of Partner’s billing tools and basic configuration. For additional information, training, and assistance with these procedures, contact PCC support at firstname.lastname@example.org or 1-800-722-1082.
- Refund Personal Credits
- Write-Off Credits
- Post Insurance Interest Payments
- Post Insurance Overpayments
- Insurance Refunds (Takebacks)
- Here are some related articles in Other Pediatric Practice Resources > Other Tools and Resources for Your Practice > Billing and Practice Management > Bill Insurance:
- When insurance carriers send payment and adjustment information, either on an EOB or an ERA, they often include a code with a small message. These codes are known as CARC values, or Claim Adjustment Reason Codes, and they are an industry-wide standard.
- Every insurance claim in Partner has a unique identification number. The number appears in various Partner reports and programs, and you can use it to improve claim tracking and payment posting.
- Follow this procedure to prepare and send claims.
- From time to time, insurance companies will ask you to reimburse them for an overpayment. Sometimes, the company will ask you to send them a refund check. Sometimes, they will underpay you for more recent charges in order to make up for the overpayment on an old charge.
- Partner's insurance billing tools help submit claims, review rejections, and work down your insurance accounts receivable. Partner helps you maximize the use of your time as you pursue proper insurance reimbursement.
- Some pediatric offices are holding H1N1 flu clinics or administering H1N1 vaccines by appointment. There are four different H1N1 vaccines and special dosage requirements depending on patient age. You can use Partner tools to simplify your administering and tracking of H1N1 vaccine distribution.
- PCC uses the WebEx service to connect you to online training courses and training sessions.
- This introductory video shows you how to bill with PCC, from the chart note all the way to the submitted claim.
- The Phone Encounter Notes program (
pen) is a powerful tool for handling patient phone calls. While you are on the phone with a patient, this software allows you to view patient information, record notes from the call, and perform many other useful functions.
- Partner's Lab program can help your office manage their labs and fulfill some clerical aspects of the CLIA regulations.
- All Partner programs have a one-word name. As a Partner user, you may be familiar with
fame, the Family Editor, and
sam, the Scheduling Appointment Minder. This document contains an index of Partner program names and a brief description of each program. When available, links to more detailed documentation are included.
checkout, and nimms programs have appointment lists that make selecting a patient fast and easy. Instead of typing in a patient's name, you can pick from a list of patient appointments. When you need to, you can skip the list and enter a name, but the appointment lists save time and reduce mistakes.
- The questions below were recently asked by users calling PCC Support. The answers were typed by our software support specialists.
- Use the Billing Configuration tool to configure billing behaviors of procedures and diagnoses and the Billing screen in PCC EHR. Follow the procedures below to open the Billing Configuration tool and make changes.
- PCC Community is an online forum and e-mail listserv for users of PCC's pediatric software. By connecting to PCC Community, you can join discussions about issues facing pediatric practices as well as PCC's software and services.
- The Pulse is a source of news and information for PCC clients. We use The Pulse to share information about our upcoming software releases, trainings, conferences, events and web labs, as well as pediatric news and industry information.
- PCC offers our clients access to a number of resources from the AAP, including the Pediatric Coding Newsletter and the AAP Red Book.
- PCC uses your requests and comments to help decide which features and services to develop. We depend on your feedback; we can't make software without you. Read this article to learn the best way to submit a feature enhancement request or defect.
- If a secondary insurance requires the EOB from the primary, or any claim requires a certificate of medical necessity, discharge summary, or other clinical documentation, you can add attachment codes to a visit’s charges, generate a unique attachment ID, and specify the attachment type and method.
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