A Comprehensive Example of Sending Invoices to Customers for Insurance Industry

Example of sending invoices to customers for Insurance Industry

hey hello and welcome to wink this video is designed for users who want more information about insurance processing what you're currently viewing are the final steps of adding an RX worksheet to an invoice we've sped up this portion as it's not directly related to Insurance processing and you're likely very familiar with it by now in a moment the video will slow down and we will begin we hope you enjoy it I get it you know and believe me if I clicked on this and nothing happened I know to click at it okay great okay that's good good to know let's come in here and let's put it in a copay go ahead okay so that's a new one so now you've got a coopay her coopay is $25 by the way did you want to do pair pricing or do you prefer single lens pricing no I like it like the pair okay every practice does a differ I just wanted to be sure that you knew how to cycle between single lens and pair lens pricing to go to lens you just click over there perfect y okay continue basically what it is is there's a patient portion called a charge back and a service fee the service fee goes to us the charge back goes to VSP and the patient pays the addition of both of them in many cases ESP they pay 80% of the usual and customary fee but I have to subtract the value of for example a bifocal because the B focal would be free so it's a little more complex my instincts with this software is we want to put this value here because that's the patient portion patient out of pocket expense yes let me just say your instincts are correct okay your number one objective here should just be to make sure that the patient portion here is correct when you receive the payment from the insurance that's when we're going to take care of your lab chargebacks that's when we're going to take care of any discount which are imposed On You by the insurer we take care of all of that when you receive the check from vssp or the deposit made from vssp okay so your only concern at this point right now should be to make sure that this column is correct so that this amount is correct leave the rest to the software the software will take care of the rest at a later date leave the rest to the software the software will take care of the rest at a later date my other Instinct would be to do something like this where the 175 for the progressive gets put next to the autograph word and the what would I say $70 for the transitions gets put there so what you've done here is you've given the patient a $70 charge even though the unit price for this particular item is $0 okay so that's why this is showing up as70 instead of charging 250 here for this lens you could have said charge 200 and then charge 50 here right and then you would have some ability of doing some other things you see you follow you could have come in here and you could have said okay make this 50 and make this 200 so it's the same price and now it kind of looks like something a little bit more logical on this end we said this would be like 70 you said is that what you said yeah so I did realize when I looked at how you guys were doing the chat that this has to be correct so 150 goes to the insurance the way allowances are set up and then she gets 20% off so I definitely noticed that 20% off the difference needs to be over here and I have to manually calculate that and put that in so that's not really a problem but again if you don't want to do you know these things like calculating discounts and calculating what the insurance is going to remit that tends to be quite difficult especially when the patient is in front of you you're looking at all the information you're trying to figure it all out right what we try and tell people is just figure out what the patient out- of pocket expense should be put the rest on the insurance the insurance is only going to pay you what they need to pay you they're not going to pay you what you ask right so even if you keep the discounts at zero you know the pay the insurance is not necessarily giving you 225 because as you said there's lab chargebacks and there's a whole bunch of other things right so essentially what we tell you is when you have a patient in front of you just figure out with the patient out- of pocket expenses figure out what this total should be if you can do this then make the patient pay then when you receive the payment from the insurance is when we will make all of these adjustments based on what they have actually remitted to you right and that's kind of what I've been doing is just typing here let's move through the whole process I actually want to see you do the whole process so let's let's make this patient pay give and let's take a payment in cash don't worry so we'll we'll delete all these transactions later yeah is it open or close let's say it's still open fine leave everything open I'm gonna leave it open until the until the insurance comes quite frankly um although if I deliver it closes it by itself well what you should do is you should actually not leave it open until the insurance delivers it because that's there's a separate tracking for the insurance okay you really want to close the job when when the patient has paid the full balance and when you've delivered the frames to the patient right once that happens you close the job the reason for that is that there's a job turnaround report okay where can actually go into the system and say how long does it take for her to deliver her jobs okay it's an important statistic in terms of running a business if you keep the jobs open all the time then her statistics are not real right because you delivered the job after a week right but let's let's I'm trying to remember don't deliver it yet I just do the deliver when I'm I have been doing it I've been using it more and more okay good so let's just close this page let's close this page and now let's receive lenses okay so if I could well we didn't order them yet right all right cancel so let's go in here let's hit the save button of course we could print it we could do whatever we want is it still open it's open okay I'll go in here I'll press on order right okay here's the order for whatever I needed all my information is there Edge and mount frame to come yada yada you can send this order in by email you can send it by fax let's just hit the save button for now so is not to actually send them anything right by saving it it actually does create the order there's my order fantastic r29 excellent and close so we've ordered our lenses now let's say that we're going to receive our lenses new come in here and iLab Bingo my account number is this and the system says here's all your orders that are outstanding for iLab in particular we want this one for patient Ted harar that's what we've just received I click receive and my prices have appeared here when it comes from vstp they would send a lab invoice but it doesn't have any pricing on it until we get the check correct and when you get you get those charge back right so if it came from vssp it would look something like this right you'd basically be receiving the lenses for $0 but at least we're saying they are received okay at zero fantastic you'd enter some sort of check number here right and then or some sort of document number some sort of unique thing there and you'd click on Save okay so now we've received our lenses we call up our patient we say hey come in pick them up you can also send them text messages you can do a whole bunch of ways of getting in touch with them so now we're going to the patient walks back into our practice and we say okay let's go look for him there he is you can also scan the barcode it would have done all of this immediately right you just scan the barcode it brings him right here and we open up his invoice over here and we say okay and by the way did you notice this job status so the job status report this kind of shows you the status of your job where is it in your in your process right so as we can see here it's showing you when the order you know the lens when the order was created yada yada the lenses were received right and it's showing you all these different statuses and with including the dates and things like that right so you can see all these types of things there's also things that you know you guys can do because I noticed that you know you weren't there yesterday so you can always come in here and you can write a little comment about this job and save it right that way when she's there she's like okay this is what's going on you know she can see the information right whatever's whatever's happened she can read it read about it okay so different types of things that can happen at different stages fantastic now patient comes in he's already paid the full balance I simply deliver the job and it's done I hand him his frames thanks very much and he leaves excellent close so now what we're going to do is we're going to receive a payment currently no insurance payments have been received via the system I'm going to create my first one right now uh which is my insurance provider it's vssp the reference number is the check number so whatever your check number is you'd write it over there and then you click on unpaid claims and here are all the unpaid claims in particular we're interested in this last one Ted harrar I select it I rightclick and I say add to payment when I do that this is going to go from unpaid claims to corresponding claims in other words what is corresponding to this check click on add to payment and it puts it all there for me now these are all the numbers that you said VSP was supposed to remit right because what you did is you wrote the patient was going to pay 100 175 70 80 25 right that you actually entered all of this data based on what you did here wink calculated this now you actually have the check you know what they actually didn't give us us 175 for this Frame they only gave us a 100 and notice as soon as I put a 100 there it automatically puts a $75 discount I see and now calls it a discount not a write off it calls it a discount because it's it's essentially and and essentially it becomes a write-off because you're actually not ever charging it to your client right similarly you said the patient out of pocket expense was 175 based on that wink said okay so vssp is picking up 225 but lo and behold VSP is not picking up 225 they only remit 15 as soon as I put 150 the balance 75 automatically gets put as a discount mhm okay and so on and so forth you said it would be 30 it turned out to be 30 great you said the patient should pay 85 and VSP would pick up 70 great that was also true and then the I exam patient pays zero vssp picks up 169 that was also true so these are actually the amounts that they did remit now what you want to do is you want to transfer it into this column for this payment you actually want to transfer these numbers how do you trans transer it from here to there it's by clicking on that blue arrow so from 150 it's currently saying zero I click on the blue arrow I click on the blue arrow blue arrow blue arrow and blue arrow because even the copay even even the copay has to be transferred over because it's a negative value right right so let's do a charge back too just for Giggles so right over here absolutely so now we need we you're absolutely right because vssp did not remit 494 there was a lab char charge back so because you received the lenses in the software the software automatically put your lab charge back here now you remember it originally said $90 but had you and I you and I changed it from 90 to zero right and that's why you see Zero here had we not changed it it would say 90 so if you want to change this amount click on the little pencil and now tell me what is this amount give me a number PR would be $95 for both lenses so 4750 4750 and save and it automatically appears as a negative same thing over here 47.5 save okay now this is the amount of the charge back but you must apply it to this payment right currently this says $494 if I subtract $95 from this this should equal $3.99 so I'm going to subtract and subtract so this is actually how much you receive from vssp and notice this is why we say don't try to figure out all the math when the patient is in front of you just figure out what the patient out of pocket expenses when you receive the payment from the insurance that's when you do all your calculations right and if there were a charge back which there is for every single thing then we manually add it here because yep you can keep adding you can add as many things as you'd like the point is this number over here has to be equal to the amount of the check the point is whatever that statement from that insurer looks like is what the this needs to equal to okay so you do whatever you need to do you enter your numbers here you transfer them into this column you make your adjustments here you add additional chargebacks you do whatever you need to do so that this number equals the number on the on the on the statement from the insurer once the two are balanced then you click on Save Right got it now I've actually received this insurance payment and now by the way see this see this amount of this discount over here 75 and 75 you remember the invoice have a look at the invoice look right that you notice you you and I never did this we did not put this $75 and $75 here wink put it there for us because of what we did when we received the payment from the insurance if you can figure out what the patient out of pocket expense should be that's the only thing you should concern yourself with just make sure this numbers in this column and this number here in this cell is correct we'll take care of the rest when you receive your check from the insurance okay great all right there I am happy all right well I'm glad you're happy well so let you know uh let us know if anything else comes up and um and stay tuned lots more videos and things like that coming up sounds great add this patient in real quick so that I can charge them on their way out and we will talk to you in the future all right take care all right thanks bye bye good day bye bye