Frequently Asked Questions
Q. How much do you charge?
A. Our competitive rates are individually quoted to you after an initial meeting based on the type and scope of billing services that you request. We also have a minimal $100.00 one-time initial setup fee to cover the cost of setting up a provider in our system.
Q. Will I need to sign an agreement to use your services?
A. Yes, we will both sign a service agreement for the type of service you are contracting for. The service agreement is open ended with a 30-day written notice requirement for termination by either party.
Q. What services do you provide?
A. We provide a range of comprehensive billing services and can compile a billing program that will suit your practice's needs. Because we specialize in medical billing, we provide all the services an in-house office manager would provide, except reception and scheduling, as well as additional benefits. Please see our Services page for more details.
Q. Do you talk to my patients about their insurance benefits and/or balances they owe me?
A. Yes, we will counsel your patients, with your consent, after our initial insurance verification so they are aware of their costs before they arrive for their first appointment. We will talk with them at any time they may have a question about their balances, what their insurance is paying, why their insurance has denied their claim, or any other question they may have concerning their account.
Q. How do I know what to collect from my patients?
A. With patient demographic and insurance information available prior to the initial visit, we will complete an insurance verification by contacting the insurance company prior to your patient’s first appointment. We will find out all pertinent information and advise you via fax or email of the results prior to the first session. The form will note any deductibles on the policy and note an estimated copay/coinsurance to collect on the first and subsequent visits. Upon your consent, we will also call the patient after we verify their insurance and advise them of the results so they are prepared with the appropriate payment when they arrive for their first visit.
Q. Where do my insurance payments go?
A. Your insurance payments will be mailed to your office from the insurance companies or directly deposited, if you choose that option.
Q. Do I need to have or purchase a special software program?
A. No, we can computerize your practice without any computer hardware or software costs to you at all. You can have all of the benefits of a computerized accounts receivable system without the software and update costs.
Q. How do you handle privacy issues?
A. We are HIPAA compliant and will comply with your practice’s privacy policies. Our staff is trained on confidentiality and privacy issues when talking with patients, family members, providers, and insurance companies.
Q. How often do you submit insurance claims?
A. We offer weekly, semi-weekly, or monthly billing, whichever suits your practice best. For our comprehensive clients, we suggest submitting your claims weekly. For other services, we will bill as often as you submit your billing information to us, but we recommend you bill twice per month at a minimum.
Q. What information will you need from me to do my billing?
A. We will require the basic patient demographic information and insurance information to file your claims. For comprehensive billing, we will also need copies of your insurance explanation of benefits (EOBs), patient payments, and copies of authorizations you may receive. Please see our Billing Process page.
Q. What is your process for unpaid claims?
A. After claims have gone unpaid for 30 days, we will refile the claims to the insurance company. We have found that in approximately 80% of cases, the insurance company says the claim is not on file. If the claim remains unpaid after another 30 days, we will call the claims department and take whatever steps are needed to get the claim to pay. If the claim is still unpaid after an additional 30 days, we will write a letter of appeal to the insurance company or a letter of complaint to the State Board of Insurance to get the insurance company to process the claim appropriately.
Q. How often do you bill patients?
A. We can bill patients semi-monthly and can include any notes specific to their account. At that time we send you a patient aging report showing what they owe you, as well as what insurance owes for that client's outstanding claims.
Q. What happens when patients do not pay their balances?
A. We will mail a series of four delinquent notices to the patient. We will also handle and research any inquiries they may have relating to their balance. After patients have terminated their therapy and have not paid anything on their past due balance for four billing cycles, we recommend you turn them over to a collection agency.
Q. Do you provide collection agency services?
A. No, we will mail statements to patients with specific notes when balances become delinquent. After a series of four delinquent notices, we recommend the accounts be turned over to a standard collection agency.
Q. Can you file old claims that haven't been paid yet?
A. Yes, with the patient demographic and insurance information, we can file claims for services that have been performed within a calendar year of your enrollment with us. Keep in mind that the filing deadline for many insurance companies is 90 days, so some claims older than that will likely get denied.
Q. What are your business hours?
A. We are open Monday through Friday from 9 AM to 5 PM, Central Standard Time. We have confidential voice mail, email, and a dedicated fax.
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Enroll Today
Sign up for our customized services for your practice and for your specific billing needs.
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Contact Us
- E-mail:
- centexinaustin@gmail.com
- Tel.:
- 512.267.2614
- Address:
- 17113 E Darleen Drive
Leander, TX 78641