You’re free to choose a schedule that works best for your practice, but we recommend sending new billing data on a consistent daily or weekly basis to ensure timely processing and optimal cash flow.

To submit a claim for you, we need a New Patient Information Form, copies of the patient’s insurance or Workers’ Compensation ID card (front and back), a written prescription if applicable, and the patient’s initial superbill or treatment form.

To generate a claim, we require a completed and signed superbill (treatment form) from the rendering physician. This form must include the patient’s name, insurance carrier, CPT codes, ICD-10 codes, referring physician’s name and referral number, along with any applicable modifiers.

Yes, absolutely. It’s essential that we receive all insurance payment details so we can accurately post payments, maintain up-to-date account records, and issue patient statements for any remaining balances.

If any necessary details are missing from the forms you send, we’ll promptly notify your office—typically by fax—with a clear summary of what’s missing. This courtesy alert helps your team respond quickly and ensures claims are completed on time, avoiding delays or issues with timely filing deadlines.

Co-payments made at the time of service can be noted directly on the patient’s superbill for that day. For mailed payments, we recommend maintaining a simple Payment Log to track all incoming payments—if you don’t have one, we can provide a custom-designed form. Alternatively, you can submit a copy of the patient’s check along with their remittance slip for accurate posting.

If you’ve opted for patient billing services, we issue statements bi-monthly for any remaining balances after insurance payments are received. We also support customized payment plans to make it easier for patients to manage their balances.

We begin by reviewing the denial to determine if it’s valid. If it is, the amount may need to be written off. However, if the denial is unjustified—as is often the case—we take action by requesting the carrier to reprocess the claim. Some carriers may require the claim to be resubmitted via traditional mail, which could result in additional processing fees.

We issue up to four billing statements and follow up with phone calls. If no payment is received within 120 days, we recommend referring the account to a collection agency and suspending future treatments until the balance is cleared. We also suggest applying a late fee to any account that remains unpaid after 30 days. If you’re not partnered with a collection agency, we’re happy to assist in finding one.