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Online medical bill generator for Supervision

foreign [Music] last Thursday of 2022. hi friends welcome you guys it is the last couple of days of the year can you believe that this year is like just flew by like my brain hasn't even wrapped around the fact that we are closing out the year in like 48 hours so that's exciting so what are you what are you excited about for 2023 are you like a resolution or what's what's on your mind what are you thinking about for your new year um it's 2023 in like 48 Hours share and tell me what what are you excited about for that new year um I am what am I excited about I am excited honestly I'm excited about our programs that are launching in January and February because I get to spend some more time with you guys and hopefully get to know some of you guys is it just 48 Hours yeah I think it is just 48 Hours Amber um I think so it's the it's like the end of the day on the 29th we are like rocking and rolling through this year right it was like yeah you know what I keep telling everybody Amber I I think I'm ready for way more space between I'm gonna put that on here so this is way more space between 2020 and the current season of life that's what I'm excited I'm just like goodbye goodbye 2020. let's see if you way way way way way way back there and um yeah new season and I feel like because the world was coming alive in this year it it was really bumpy one trying to adjust back to to that and so yeah I love it yeah 2019 what's that it was 2019 was bad but I'm looking at the comments yeah so um what are you guys excited about for you for the New Year I'm just excited about we've got programs coming up it's super exciting to um to just spend time like you guys are that join the live streams I get to custom to senior names and then some of you reached out to me like other platforms so I love like the one-on-one time I've spent alone with some of you and then if we get into um our mastering medical billing together if that's something that you're interested in that's like an actual more intimate time where you get to spend with me we do live sessions and stuff each week so it's super exciting so yeah Tiana adding value yes yes the brain expanding I love that if you could like get an emoji with the books going into the brain that would be that's my energy right there so yay getting organized getting organized yeah I I could I can relate to that comment I feel like the New Year's always great to like just do a little reset if I couldn't if I've not shared this with you before my favorite most my favorite um planner is one called um clever Fox and we'll have to like get that that um I'll put it in the actually I might have it already in the in the um just description of the YouTube videos because I absolutely love this planner I get a different color I usually celebrate my new year on my birthday I think I've shared that with you guys before but if you're trying to get organized and you're a little like extra with your organization it has like a really there's a few different like methods of it like this one's a weekly one and I love the weekly one I love it so much but some people think it's a bit much so you have to have to look at the different versions and figure out the one that's for you but that's uh that's the tip so yes Iris you're excited I'm excited today too so today we're talking about workflow um today's discussion is going to be really focused around really like the first I'll say third of the revenue cycle and um and those of you who are brand new to the revenue cycle um be ready to just take it all in and if you have experienced please weigh in I love it when you guys have conversations in the chat and when you make comments that are really of value to the um to the masses so add value and put some comments about like your experience and things that you have been um learning along your journey in healthcare maybe things that you um have seen that maybe isn't working well sometimes we we can make change when it's really illuminated right we can be able to when we identify that something is not working that's the only way that we know it needs to be fixed so um so just even just discussing the fact that it ain't working is helpful for everyone so um so yeah so as we get started today um please feel free to continue to share if you're joining a little bit later I was asking about your new year so what are you excited about for the new year so when you jump in the comments say hello and add whatever feedback about your new year that you'd like to and I'm going to dive right into today's topic so revenue cycle I'm what I love pulling up this image I think it's really important those of you who are new and aren't super familiar with the revenue cycle and we talk about workflow what the heck are we even talking about um so revenue cycle works when we look at a cycle image it works just like the clock so starting at 12 o'clock or zero at the very top of the clock where it says referral and then making the way in the um direction of the arrows to scheduling and visiting coding so this right here is an image of the revenue cycle um it is a what I would call a watered-down version because there's lots of little sub areas and categories under each specific area and then some of it I've tried to put it into more basic terms or things that feel more more relevant to um to everyone because the reality is is that those of you who are are um new it's like can be a lot right there's a lot of terminology that you're learning that is why we did the language of billing because it's so important that you just get like into admittedly connected to the words and you will see that it's like healthcare is full of a lot of jargon I don't love it I'm not going to say jargon like in the sense of like it's not as bad as like the legal industry like where they just have all these words that you would never use in any other context um Healthcare at least in the in the revenue cycle world they're words that we use a lot of which we use to help to shorten and a longer potential description of something um and they're things that you know uh acronyms or shorthand that we use to save us time because there's just a lot there's a lot to do and a lot going on so um so it's getting connected to those terms is really important but um but so today what we're talking really is going to go through best practice and I'm speaking more from a biller's perspective now I want I you guys will hear me say this over and over again because I want you to understand the entire revenue cycle so when we say medical billers most of us aren't dealing in the world of referrals and scheduling and things like that most of us are not touching that area but it's really important that we understand what what is best practice for that area of the revenue cycle so I am going to talk about that because I think that it's really a value because those of you who've been in Billing can can attest to this if you want to let me know in the comments um that if the front part don't work well the back part has no chance if you cannot get the the information incorrectly it's all it's what as they say garbage and garbage out right we have no way of really doing the best job on the back end and a lot of what we do on the back end unfortunately is spent cleaning up the stuff that doesn't happen right on the front end so um so yeah I love it exactly yeah totally Amber so just so important to like wrap your head around what potential ways you as a biller can help to improve the front end and some of it is just drawing awareness to it like being in conversations with people people from those departments and potentially if you are in the practice and have the the free the freedom to go out and improve that that structure by all means like go out there and say hey guys can I train you can I help you understand better excuse me the importance of what you do and how it is yeah back in is constantly cleaning up the front and errors yeah and some some billers you know in Billing departments especially are guilty of this is they they treat their world like it's a silo right so every area working independent from another and people are closed off to what else is happening it's like these these work cues are are drives me crazy like in in the new softwares especially because they basically are these work lists of things that you as a biller might have to do in a day and it's literally just a list of things it's like here's your rule and then put what your resolution is and it creates this wall of as if like you just had your list of tasks and you don't need to worry about anything else or anyone else and the truth is is that there's there might be a you might be the only person or one of just a couple of people and so it really but the buck stops with you like if you don't do anything about it it's not like you've got a team of analysts that are looking at those rules potentially and helping to evaluate what needs to be done so it's so important that you understand the bigger scope and not work in The Silo of just that that work list like start to understand like okay I'm getting this in my work list and I see this 25 of the time where does this information begin so that I can make sure that it doesn't end here on my plate or in our department because there's plenty of other things for us to do as Billiards plenty of other things um so backing out to the revenue cycle I'm gonna see if I can make this a little might like make it smaller ah there we go now I'm bigger okay um so backing out of the revenue cycle just a little bit and just start starting at the top there so that you guys um can start to think about when we say patient it starts with referral we're talking about patients either referring themselves or other practices referring the patient so it could come by way of a referral through the patient now if we're talking a practice that is leveraging technology which I hope that you all are you are using electronic referrals like I hope that that is not a new term for most of you but you should be connected to all of the software the payer portals that are available online so that you can receive those referrals and your software might even be able to receive those directly into the software so the first thing to to make sure of is that you have the ability to receive electronic referrals whether the patient comes themselves or the provider themselves refers you should be able to say okay Jane Doe called me today she says she's got Aetna I should be able to log into Aetna if a referral is required and get that referral from the system right and this is you know relevant for our folks out there that are Specialists as as specially as as specially that is like a really weird fumble of a word is specialty sort of as special needs meaningful whole thing um hi mm nice to see you um so so yeah so really important that we um recognize like the value of tools when we are specialist office because most of our Specialties have um requirements to um to have things like pre-certifications and referrals and um and details to be able to obtain pre-certification so um so that whole kind of referral entry point for our patients is super valuable and very important for us to try to leverage technology as much as possible so overall discussion is get into the portals if you're not in them get in the portals like yesterday there's no reason why you should not be in these softwares online for your for your payers even if you think that they aren't so great you still have to call and blah blah blah all the stuff that we all complain about is billers like bottom line is there there is a value to make sure that you have proper access us for all of your team not just you as a biller not just you know the person who's checking eligibility but even the scheduling team might may be able to leverage it so that leads me to scheduling so when we talk scheduling so no worries no worries about being late I mean glad you made it um when we talk about scheduling so the patients if they've called in and are sort of self-referring then the next right away that next step is going to get them is going to be to get them scheduled now I I love to like immediately stop there because I don't want to say just scheduling like the number one thing is when someone is on the phone with you you need to be thinking intake like I am going to make sure that I have everything I need to actually bring my patient into my system and that means making sure you have proper demographics making sure which is their their name their phone number at the minimum um you might even want to grab a date of birth if there's an opera opportunity for you to do that by phone with your patient if you have the ability to get this all of these things um electronically then do that if your software allows you to invite the patient in directly to the portal for your software for your EHR if there is a patient portal where they can complete their new patient paperwork save yourself time and do not sit on the phone with them instead say hey Miss Miss doe can I go ahead and get your email address or your phone number however way your your system kind of launches into the patient portal interface and can I send you the paperwork to get you set up in our system and right away ask for that information over the phone do not wait because it's just a waste of everyone's time that you would sit there ask for credentials and all I mean ask for demographics and all that stuff and then in the end still grab the credentials I mean excuse me get the information to send them the um Portal information it's helpful to grab the minimum so at a minimum you might need to get at least named date of birth and then their insurance information because while patient Jane Doe is filling out your paperwork you should be able to do your thing and get him or her them verified get their insurance verified which needs to take place I don't care whatever argument like you have about like oh we don't want to do it manually we don't want to it doesn't really matter if it happens if it has to happen manually it has to happen electronically it should happen really before you even put that person on your calendar if possible um unless you're working for a practice where you are required to treat everyone and you have a and I say this like an fqhc as an example they are required to treat the patients and they actually have a budget line item for uninsured patients so if the patients come in there's is they treat them exactly like they they would any other if you are working for a traditional practice if your patient does not have coverage there's a chance that they might get all the way to you and decide at that moment that they don't want to pay you if you're not in their Network right which makes sense I mean if it were me and I was responsible for um like the the um I can't lost my lost my words if I was responsible for the visit um and I wanted to make sure that my insurance company pay my insurance company is going to pay if you told me I had to pay out of pocket I'd be like yeah I know I don't think so like I'm just gonna go find the person um so let's see yeah I love it okay so um so yeah so thinking about the the patient's intake paperwork once they're doing that the next thing you're doing is putting them into a system that gets them eligibility there's no reason why a patient should make it all the way to your office if they're scheduling in advance without having been verified okay very very important there is um a lot there are a lot of people who make the case of like we do a lot of walk-ins like if you have you have to take walk-ins no big deal but before the patient leaves your office if possible there needs to be an eligibility done if you can leverage technology and that's whether your software has the capability or again back to the patient portal you quickly plug that person into your system just a very simple check it doesn't even and I'm put like specialist off to the side for a moment because it does matter that you have detailed benefits for specialist if you are looking to Bill a specific service but if you are just at the bare minimum checking eligibility you will save yourself a lot of Heartache on the back end because you know you've got the patient's name date of birth ID all of this information correctly all right enter into the system so here's here's where my argument for software comes in if your software has the ability to run um what's called an RTE which is a affectionately called an RTE which is real-time eligibility which means you hit a button and right away you get the information back whether it's done by you hitting the button or it just comes in automatically because it checks there's there are systems that are can be scheduled to check every 30 minutes or every 15 minutes even where it's just constantly looking to see whether the patient's on the schedule at the moment are eligible if you have a software that can do that there is no reason why you should not have that system up and running all right now the reality is that you are you may not have your specialist office you may may not get everything that you need from it but at the bare minimum you will make sure that your patient's information is in your software correctly because the software is utilizing the in the RTE that real-time eligibility Checker is using the information in the software so it's so important that you have it's like basically at your own checks and balance it's your opportunity to verify what's in there yeah I love this it's to say if you can get information if you can get information get it yeah yeah I love it yes I tried thank you if you can get the information get it and check it like there there is no reason right I mean no reason thank you for being here it's great to see you um let's see Amber exactly no brainer more front door people need to realize this life is so much easier yeah I know can you tell you're part of an fqfc yeah yeah I mean fq is it's its own animal because there's a lot of walk-ins there are um a significantly large population of walk-in patients that come in and I mean you know I don't know Amber maybe you could weigh in is it something like most practices something like 50 that patients they walk in to I mean could you in that like I just don't my mind unwrap around that that number that volume of patients walks into a doctor's office but um but yeah I mean there are people who just don't make an appointment and so somewhere between 25 to 50 percent I believe they just they walk right into their appointments and and want to get on your calendar and that I mean I just like that is an immediate like bottleneck obviously for a practice but they are just they're accustomed to it and they're built for it but it does hinder or kind of adds some pain into their our front desk because they are just getting slammed with things to do but it is so important yes I feel like the importance on the front desk desk yeah is so overlooked yes so true um the importance of using software is so valuable because if the patient is in front of you and again go back going back to the leveraging your software if they're in front of you you have that information available um to put into your system at some point whether it's right when they walk in or while they're back with with the providers put it in there allow the information to be checked at least by RTE and now you've done a bunch of different things you've gotten your patient in ready to kind of go Insurance wise you know that the basics are in there to create a claim right so creating what you might need to um to prepare a claim to go to insurance and then on the other side of that you now have what like this opportunity to like alleviate the person who might be doing your QA which is like the quality assurance process maybe checking back on the work you've alleviated them from even worrying about the the um the quality of that data entry right because running it through eligibility means insurance company at least it matches insurance now it may it might be a little um different as far as comparing to ID but what we need for billing information is to make sure that that matches the insurance records so that they can process the um the patient's claims correctly so um awesome all right yes oh does everyone know what fqhc is oh that's a great question so yeah um I love this thank you so much yes we do love orange Creations so fqhcs if you aren't familiar with is anyone if you if you know what fqhc just drop a yes in the in the um in the comments do you know what fqha is I'm just curious if you don't say no I'm curious I'm curious I'm just gonna field field the audience a little bit um that's a very good question um and uh and then we'll move on from that so yeah let's see yeah from what I've seen it's about 45 walk-in yeah I can tell you if qht lacks yes it's so true that's so true um oh I know the whole sliding ski oh yeah the sliding fees are um it that's such a struggle for especially for new fqhcs so yeah fqhc equals challenge but I love it yeah so fqhc um yeah I got a couple of no's in there um is that stands for federally qualified Health Centers so I'm not going to get too far down to like the the details of it but they are government funded Health Centers so they're typically are a number of providers under one umbrella because um they are looking for uh serving more the really properly serving the patient population so one of the barriers to care is with for especially folks who are looking to see a specialist is like the the need to go from primary care to then make an appointment go to um an orthopedist to then make an appointment to go to the podiatrist or then make an appointment to get to the dentist right so trying to keep our population healthy by keeping folks connected in either you know in that same physical building or in the state they're sometimes on different floors or close by that's connected to the same organization so there's just one claim or types of claims we'll say one not gonna say one claim I shouldn't say that because that's not true um there's just one visit that takes place and there's a couple of claims that go because fqhcs actually institutional billing for the um for the primary career services and they have specialist claims that do fee for service so I'm I'm going way too far down the road with detail there but just know that it's government funded and their their purpose really is to um to increase the health of our population like the majority of this is done lots and lots of research that has been done for over the years that expresses like what is the the the one of the most um Challenge and our most challenged areas of Health Care what are the barriers for entry and the number one is is convenience right and then also cost cost of Health Care as we all know is just absurd and so you know it's that trying to Rel relieve those individuals to but keep them healthy still so not having that stress of like I don't want to go to the doctor because I don't know how much it's going to cost me literally if you go to a fqhc they have to treat you like if you set foot in there they are required to treat you if you don't have insurance like I mentioned earlier they have an uninsured um patients kind of like a line item budget line item that's available um there's even undocumented um workers budget like there's actually a line item that says that if you are not documented an undocumented citizen I should say if you are not documented you could go in there and still get care which is beautiful so just caring for the people who are here in um yeah yep I love it yes Amber says it yes and she meant to say roof roof but exactly yes state funded centers Everything Under One Roof yes that's a good answer yep thank you for that thank you for that yes One Stop Shop yes exactly the One-Stop shop I love it yes so it's so important for um for us to recognize the um the value of a software being able to help us make sure information is entered correctly because data capture is the number one reason for claims getting denied even in some of the most will say I'm not going to say uh high tech because it's really not some every software has its gaps okay but even some of the best software out there in the marketplace which doesn't say a whole lot in this world of software being totally honest um in healthcare but the among the best data capture it can only be as good as the person that is inputting the information and when it is identified that the information is accurate so having a software that takes the information in that can if not immediately very quickly produce a confirmation of eligibility from an insurance company helps to smooth that out like tremendously okay so I think I beat a dead horse with that um I hate that saying by the way I mean I hate that saying I don't know why I said that it's so awful um but basically after scheduling patient has been has come in for their visit um the number one uh piece let's say patient was on the calendar hadn't come in yet first and most important thing and I don't really care like all the arguments of all the timing and the da da da that go on there's no reason why you should not have your patient's ID and driver's license on file like there's just how the heck do you know that who that person is like I don't even understand like when I see it and I talk to practices that are like oh we don't really save that or we don't always get a chance to check that I'm like I don't understand what you mean by that like how how do you know that that person who gave you that Insurance ID how do you know that you're not committing fraud basically it's like if you didn't verify that that person is who they said they are that is the number one way for you to wrap yourself in unintentional fraud like patient could have come in or it could have been that you didn't do your due diligence and make sure that that was patient Jane Doe and instead it's you know Sally from Maine her ID and now it's like yeah it's like who does that yeah yeah it's really crazy I I really I really think that there are um too many practices that make excuses for just time and not having enough available I think there you just have to start thinking outside of the box with how you are how your front desk their their scripting is structured like bottom line first time you know I don't know I feel like most practices have have said it enough that we should have it down to a science that the first moment that they walk into the office the first question should be can I go ahead and grab a copy of your driver's license and insurance card and even if they just were there like last week like it just look at it even if you pull up the scan on your side and ID 100 matches great if it's a question and it looks a little different scan it again just scan it again like there it doesn't hurt anything yeah yes you have to make time because people say they're too busy but the bottom and they don't they you know they think oh it's gonna cost us time with our patients it's going to cost us this it's going to cost you a lot more on the back end because you aren't going to get paid potentially for that claim like oops we not only didn't get the ID but oops we also didn't get the right phone number oh our address isn't there oh how do you get in touch with your patient well now you haven't gotten paid for the entire visit so wouldn't it have been nice to take like two minutes at the start of the visit and make sure that you had what you needed to make sure this claim is going to be reimbursed by someone right even if it falls on the on the um the bottom line um you know for for your cost report at the end of the year for fqhcs right it's like make sure that you have the right information present um I love it okay so um you guys are so great here with your comments I appreciate you so much for for commenting and even if it's just expressing us so we'll call it therapy you know we all need like a place to like express our frustration about about about what goes on from day to day um and again it's like if we don't talk about it then how can we Workshop solutions to fix it um and so patients come in you've gotten your ID feeling good about how things are moving now going back for the visit there's this is where things get a little bit where I have to kind of speak to two different areas right so and now it's two months later I love it yeah it's so true it costs more yeah when you get them for an extra 30 seconds it's true yeah it's tag therapy so true acid is therapy um yeah here's the thing and yeah I love this and now it's two months later and you still haven't been paid yet and your claim now is now past timely filing or something awful like that in some states um so a patient this is where I start talking to two different audiences because um there are some folks that are far deep down the path of leveraging EHR for most things and then there's really there are still a large number of practices that have an EHR or I should say an EMR which is named electronic medical record and then someone is taking from that um just documentation and it's either getting coded or providers doing a super bill which is for those of you who are not familiar with that it is a document that the provider will um mark off what they did for the day and then someone goes in by the process and enters it a separate manual process they both exist still in in healthcare um and some places use like a combination of both where there's like a an electronic health record or EMR that's used for some stuff and then the provider also gives a um a super bill it's kind of it can get Mucky when it's manual so most important thing for that I will give to to those of you who are in practices where things are still done manually is absolutely 100 of the time you need to have like how long you've been doing it I don't care how masterful you are with the keys and all that there should always be a second level check because errors with basic stuff like diagnoses going in incorrectly and um procedure codes going in correctly they just shouldn't happen it's just a waste of energy a waste of time for us to allow that to be a problem for the revenue cycle at this point in healthcare like we're so far we're so far ahead in the revenue cycle that it really isn't helpful for us to feel like we are um cleaning up silly things you know to be honest like cleaning up silly things if that is your process and you know I know I I completely understand some of you work for providers that are nearing retirement as well and so like to talk about leveraging a software that can do all this stuff for you is like annoying to them it's just another thing to have to think about when they you know are just kind of enjoying the last few years of of um of being in practice and serving their patients but if you're if you aren't going to be able to make those changes the things that you can do is to make changes to smooth out your process so what does that look like that looks like a report from your software that can help you reconcile your day so it can be and I'm gonna throw it back a little bit it can be a report that says the details of the charges the payments that were put into the software including your front desk payments and against the paper documents that you might have piled up so you might have 25 super bills for your first part of your day and you're looking at your report and you're just double checking what you've done okay I put this is in there and the software looks good I would urge you to have it be a separate set of eyes because our I like to say our eyes have autocorrect it's like our eyes automatically change things to make it look like what it is because we know what it's supposed to be right so it's like it might automatically change it and so if you have someone there that is like I would give it to the person that's like the most meticulous someone who just is just got that eye you know there's some there's they're those people who just have that eye that they find they'll find the error you know that you need to find that person in your practice even if it's someone that you are leveraging part-time have that person be your your second set of eyes and allow that person to um to support and again it'll clean up up it'll clean up the revenue cycle and that will give you a great sense of your error rate like if they just wrote down the number of errors that even if it wasn't a manual way they they jotted down the volume of errors that they found or encountered when they when that information was reviewed you might be able to just easily see okay we're getting better or oof we have so much work to do or doctor you know Dr a is has a has a much harder time um with producing legible let's be honest legible super bills that then Dr B and that we can tell that because Dr A's error rate is like 19 and Dr B's is like two percent you know those are things that helped illuminate for you problems so very important to to think of ways that you can um clean up and make it excuse me dummy proof Make It Dummy proof for yourself and not have these these gaps in in the um the data entry so um so yeah so just kind of pulling back a little bit on on that topic of reporting and recording in general um in all things that we've talked about today I recommend that there are there's tracking for all of them not going to talk too deeply about the um the actual ways that I would recommend you track but I would say you need to know how many calls are coming in for scheduling how many um folks are getting verified on a daily basis against what the volume of patients are you know you really need to understand what um what your rate is of Eligibility like how many people are we checking on a daily basis or what percentage I should say of the pop of the um population on a daily or weekly basis are we getting verified and perhaps it's getting worse perhaps we hired two new front desk people and we were at you know 80 to 90 and now we've dropped to 60 you can only find those kinds of trends when you are tracking them in some way shape or form and software can be different this is where it gets a little hard where I could say it might need to be manual it might be something that you have someone um manually keeping track of and then there might be a need for you know you to leverage your if it's available leverage your software and pull some system that can illuminate those things a bit further for you so um so yeah so and all of those that recommendation literally is just riddled all throughout the revenue cycle I will stress that time and time again and we should do a whole separate series on on on we'll say recommended reports not to um not to again be able to identify specific I'll have to speak to the two audiences still because there's always an audience for the um there's an audience for the folks that are um in the in the manual like super Bill world and then there's also the a need for us to to make sure we think about the technology leveraging and so so let's talk about that so when I mentioned earlier we talked about reconciling we'll say super bills and charges that go in manually on the flip side of that if your software is so great and it's doing all this fantastic stuff for you and you have the ability um then yeah oh yeah reports this is so yeah what to look out for yeah yep um this is so good what you need to be doing is actually pulling reports as Amber was just mentioning there pull the reports that um that will help tell you whether or not your doctors have put the charges in for the patients that have come in and let's just be honest a lot of our providers if they're using EHR are not closing out fully their encounters every day I know that there are some practices that are like Star stars at this where they you know deserve the gold star for doing it like before the end of the business day but most of our providers are a day or two some even three I don't like that but a couple of days behind at closing out their encounters um and what that means is that patients come in and they might have seen 25 patients in a day and they may have closed out three of those notes the documentation that is attached to a visit in your software that creates the claim okay just to break it down a little bit further so the documentation the doctor is buttoning up has codes associated with it that then pulls to your encounter which is it not all systems call it an encounter but it's essentially a file that contains the information that then goes on the claim okay a lot of software call it encounters some call it charge success charge sessions couldn't get that out um and um and some of them call them work items or work queue items or whatever it basically pulls from the EHR into this kind of area where until the doctor has closed this out it doesn't get finalized to then allow us to create the claim so why I say all of that or explain that is it's really important for you to recognize that you may not be able to do the verifying of the charges that go in or the reconciling I should say until you're you know that doc has closed out the encounters so you might be on a couple of days delay I urge you this is where it's so important if you are in charge of billing your job is to make sure that timeline works all right if you know doc takes three days to close out or one doc out of seven if it's one it's it's enough so it takes three days to close out their encounters you should not be sending your claims for that same day or yesterday you at the minimum need to be behind the doctor because you're going to cause a problem where doc hasn't gotten a chance to review it make sure it was right now there's a chance that you might be sending the information out in it and at the wrong time right so you cannot send you cannot send claims before doc has created the um I've lost my thought you cannot send claims before doc has um finalized their encounter okay it's very important um I do think that there are some systems out there that allow there to kind of be a block on the ones that are not ready to go if it's not sealed cool but what that does still is you still need to double back on reconciling and I'll say that let me give an example if you have 30 patients that were seen in a day doc has let's just say 15 half of them that good to go we're ready to send it you hit send on those and the next couple of days he does the next 10. all right there's these five out there that for whatever reason were not completed we're not finalized and if you aren't doubling back to like see let's say if he's taking three days you aren't checking back maybe on day four to see if he finished all 30 encounters or finished all of those charts um to close them out then you're gonna have this lingering five encounters until someone figures it out now there are some software out there that actually have reports which I'm like I don't understand why there aren't more software that have these clearing reports but there should be uh us there should be a some kind of report in your system in every system really that says that this particular encounter is not finalized or these charges there are no charges on this encounter right that can identify it very clearly for us that oops doc forgot about these five okay there is a chance that yours has that so you could use that you could save yourself a lot of time and be checking that and keeping track of all of your providers and saying okay you know let's say you know you've got these you know providers that are finishing it 24 hours except for these two and those guys you're checking back instead of after 24 you're checking back on 48 Hours instead right so just know that you know you can make adjustments ing to Providers um but the bottom line is that like goes back to our front desk our providers are our hardest ones to train and retrain they are our hardest um but the the number one thing that you could do is to assist by talking to maybe the direct the medical director if if they're willing to have a conversation with you just to see what you can do to speed up those providers to have those those last couple that aren't quite meeting the 24-hour deadline let's just get them closer maybe they don't get all the way to 24 but maybe instead of waiting 48 hours or 72 hours you can get them somewhere like the halfway point like 30 hours or 32 hours something like that so really important to try um your best to work with all departments to look to just turn it up a notch and like just one tick of improvement is in in moving things in the right direction is still Improvement it's still Improvement so I love it um let's see there should always be some sort of alert yeah yeah that there's no charges on an encounter I'm gonna say go going back through it yeah it's so true that there are um still some systems out there that don't have thorough enough reporting that does things to help us in this reconciliation so some of it happens manually um unfortunately and what that looks like is it's somewhat when I say manually I don't necessarily mean like you're gonna have to go through every single patient per se what you're going to look at is at least the number it's like okay I had 30 patients today I have 30 claims for that day right like it's just matching the numbers and let's say you had 30 patients but doc realized oh we didn't really need to do anything we just did a quick check and we were you know patients that send them back and make sure that they're good to go there really wasn't a service provided per se nothing billable that's easy it was or patient walked out that happens in some practices where unfortunately patients wait too long they got checked in and everything and something happened or an emergency happened and they had to leave right those are those are they should be they should be ways that some way in your software to document that um to reflect it but it's something that you would be able to tell okay there were 30 patients checked in ing to my appointment report but only 29 had claims and here's why there was this one patient that had to walk out because they had an emergency right so really just thinking of ways that you can um leverage reports thinking about ways that you can um continue to like build on the um the information that your software might provide if it's not perfect a perfect science then what can we do to try to marry that with a little bit of a manual process right so um and I always am a proponent you guys will hear me say this if your software doesn't have ways to track things over time spreadsheets that's like OG yeah I was like I don't know Original Gangster is that old school you know I just like go back and start to like put the numbers into spreadsheets you have to you've got to be able to Trend it in some way if your software doesn't allow you to do that then you know to see see what what is you've got to be able to set your own benchmarks you have to be able to set um what it means to be on target for you right which I say Benchmark it's like you you have you know what is normal you know what is is is is um consistent or proper for your practice so when things start to drop you know based on reports over time right and some reports just give you factual information it's like okay all these patients today today and it's all written in kind of this very basic way and not really Trend it out and it's not as useful and then some people some reports have these really beautiful dashboards that show all this beautiful stuff except for useful information to you so you know like you've got to recognize what's really valuable that you can utilize to help inform your decision making um when you're when you're in the billing department so um so yeah um I'm I'm gonna stop there I feel like we're a quarter of the way through um how does that feel for you guys tell me tell me how you feel about what we chatted about today I think there was like a lot of um good conversations so oh did I freeze I didn't realize did I freeze at some point oh I'm sorry I was frozen I'm sorry I didn't know it was frozen I just got a message from the back so sorry guys um so um so yeah how does let me close up this how does that feel for everybody are you guys feeling um like it was useful information that we chatted about today is there anything that that we want to talk more about related to the first quarter of the revenue cycle from really from that patient's um scheduling all the way through that patient's visit our next chat will go a lot more deep and we're gonna move a little slower because that's when the billing um part really really takes place I didn't talk anything about I didn't really discuss anything about coding um because the coding has its own opportunity for um for improvements that is can go a lot of different ways depending upon whether you are actually coding for the practice or if your software is doing some element with the provider and so there's just there's so many different ways that could look and it's you know we're talking bills this is the medical but I'll get you guys into like the the Deep workflow for a biller next conversation oh actually wait a minute next conversation next week is trivia it's the first third I was gonna say Friday it's not Friday it's the first Thursday of the month um you guys requested that we keep trivia rolling so next week we are trivia trivia game together um and our trivia is um is medical billing or Revenue we're going to say revenue cycle related topics and um we're gonna probably do one longish round next week or longer around next week and there will be prizes so I think we're probably gonna do like first and second place prizes this week um since we're not doing two separate games and the reason why we're not doing two separate games is so we don't have two separate kahoots codes because that is like a pain in the butt um but but we will next week have our game I love um sharing this time with you guys and like laughing about some of the questions that we didn't get right so if you guys are available next Thursday we're back at the same time 6 30 on the Thursday first Thursdays of the month our trivia and there are prizes that we give away to our winners we are going to be announcing or putting out the kahoots information I'm just going to remind you guys for um for next week to make sure that you have two devices when I say two I mean one like maybe that's like a computer or laptop or whatever and then your phone or your kid's phone or whatever maybe it's your phone and your kid's phone that you borrow for the game so that you can um answer on the Cahoots and watch us live um as well it just makes it more fun for us to like be able to chat um and so don't um don't give don't forget to keep an eye out this week when we pop over the the kahoots information we'll put it on the screen in case you forget to check but it's easier if you can get yourself like logged in and have everything ready to go um and I have those of you who like have logged in to Facebook um in the past and didn't connect to who's it's very important for us to have Cahoots um on the um for us to have Cahoots on the I mean sorry the contestants on Cahoots so that we can make sure it's fair for everybody because Cahoots does a thing where it tracks like the speed in which you respond as well I didn't know this so it's like it knows who answered faster and and all that so that's where the scoring comes from as well so cool yeah Amber thank you for sharing that thank you yeah it is it is definitely talking about are going to be ways for us to to add more value to what we're doing in the billing world and think differently about our roles and making sure that we have the ability to leverage our our knowledge and insight about the entire revenue cycle to um to the advantage of the practice so I love that cool all right my friends listen so um next week next Thursday 6 30 p.m do not forget 6 30 p.m Eastern I'm so sorry my friends um 6 30 p.m Eastern we are here every Thursday 6 30 p.m um eastern time and next week is is trivia the following week we'll pick back up on this topic we're going to Workshop um our workflows and talk about all the possibilities so if you have questions comments anything feel free pop those here into the video that you're watching this on if you have not already joined us on Facebook feel free to find that link for Facebook and join us in there um over the next few weeks we'll be a lot more active in the internet because holidays will be done and I'll be done with my holiday I was on for I was off for like the last couple weeks so um so yeah so I am excited to get back into like conversations with my friends over there so cool all right my friends have a beautiful rest of your night and I will see you in 2023 bye guys