MedOffice & MedOffice-Remote Interaction Explained

When utilizing the MedOffice® software, all services and billing functions become simplified through the electronic transfer of information. MedOffice allows the medical practice and the Billing Service to be connected remotely so that daily billing services can be performed with maximum efficiency, completeness, and convenience for both the medical practice and the billing service.

The Medical Practice utilizes its MedOffice system on a daily basis for all tasks associated with patient management. Every day (or on a pre-arranged schedule) the Billing Service collects the data via modem, files all claims electronically, applies all payments received, and then automatically updates patient data files. Every morning the medical practice receives a DAY SHEET(S) and other financial and reconciliation reports from the Billing Service that allow for quick and accurate validation of patient activities from the prior day. With this thorough and effective support, the medical practice remains in complete control of day-to-day operations.

There are 3 stages involved:

• Events at the Doctor's office

• Events at the Billing Service

• Events at the Insurance Company

Here's a step-by-step description of each stage:

Stage 1: Events at the Doctor's Office

Patients arrive for scheduled appointments.
As patients arrive, Superbills (fee tickets) are generated from MedOffice containing vital information automatically printed on it (patient's name, address, insurance information, co-payment amount...etc). Co-payments are collected from the patients at this time and recorded into a daily log in MedOffice.

Doctor visits with the patient:
The doctor determines the diagnosis and procedure codes for this visit and indicates them on the Superbill. The doctor or assistant returns the Superbill form to the front desk for entry in the MedOffice program.

Claims information is entered into MedOffice:
The claims information is then entered into MedOffice by following 3 easy steps. The medical practice staff will enjoy the efficiency and ease of our MedOffice software for data entry. The average time it takes to enter a claim is less than one (1) minute! As with all MedOffice modules, the claim entry screen is designed to help the user avoid errors. Claims information is now ready to be downloaded by our Billing Service at the end of the day.



 

Stage 2: Events at the Billing Service In the evening, the Billing Service downloads via modem all newly entered information from MedOffice at the practice. Once the claims information has been transferred to the Billing Service system, the Billing Service then files all claims electronically, and applies all payments and EOBs received, prints patient statements and updates all management reports and information infrastructure. The Billing Service then performs the "Upload Routine" which automatically updates or "Refreshes" all patient data files in the MedOffice software at the medical practice!   Doctor's Office - uses MedOffice PMR   The insurance carrier receives & reviews the edited claims, then issues and mails payments to the doctors. Insurance Company Billing information flows electronically two ways between your billing service and your client, the medical practice. Doctor's computers are updated with daily activities and reports.  Electronic Billing Cycle using MedOffice™/MedOffice-Remote (PMR) The clearinghouse performs further edits and forwards the claims to the appropriate insurance company. The clearinghouse also sends claims reports back to you electronically. Your Billing Service - uses MedOffice   You, the Billing Service, perform billing functions and send claims electronically to a national clearinghouse. Clearinghouse

Stage 3: Events at the Insurance Company Insurance companies receive and process the error-free electronic claims in timely manner. They then mail the payments along with the Explanation of Benefits (EOBs) either to the medical practice, to the billing service, or to a pre-arranged lock box at a local bank. If the payments and EOBs are mailed directly to the medical practice, the provider's staff will do the following: Examine the EOBs for accuracy, Make  bank deposits from the checks, Fax copies of the EOBs and payment checks to the Billing Service for posting (pick up can be arranged), The Billing Service posts the EOBs to the Manage Receivables module and applies all payments into its computer system (into the MedOffice Practice Management). It then sends via modem (upload) the posted transactions into the MedOffice-Remote version at the medical practice. If EOB's and payments are mailed directly to the Billing Service, then the Billing Service will: Examine the EOBs for accuracy, Make bank deposits in the medical practice's bank account and fax records to the medical practice, Post all EOBs and payments into the Billing Service computer system (MedOffice) and run the "Upload Routine." The Upload Routine will updated MedOffice-Remote at the medical practice with the newly posted information. If EOB's and payments are mailed to a lock box at a local bank, the bank personnel will: Fax copies of payments received and EOBs to both the medical practice and the Billing Service, Make deposits in doctor's bank account, The Billing Service posts the received EOBs into its computer system (MedOffice), and updates computers at the medical practice (MedOffice-Remote) with the new information.