front desk best practices for 2018

February 22, 2018

Best Practice Guide: Process for Billing Efficiency


Did you know that approximately half of insurance denials could be avoided at your front desk?  By consistantly following a few simple steps, your front desk can have a major impact on the accuracy and timely payments of your insurance claims.  

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At Time Of Scheduling Visit:
Verify and/or enter Patient Information, Contact Information and Payment Information in the patient's Practice Fusion Profile (see right Column).

24-48 Hours Prior To Visit:

Practice Fusion - Profile

Patient Information

  • Name
  • SSN
  • Gender
  • Date of Birth
  • Address
  • Phone

Contact Information

  • Phone
  • Email
  • Address

Payment Information

  • Guarantor
    • Relationship
    • Name
    • Address
    • DOB
    • Gender
    • Phone
  • Insurance
    • Payer Name
    • Plan Name
    • Order of Benefits
      • Primary
      • Secondary
      • Tertiary
    • Insurance Id
    • Group Id
    • Relationship to Insured
  • Subscriber Information
    • Copy from Guarantor
    • Verify or Enter
      • Subscriber Name
      • Subscriber DOB
      • Subscriber Gender
      • Subscriber SSN
  • Check Eligibility and verify benefits including PCP on file via insurance portals or Availity, Phone IVR or Representative
  • If referral, verify authorization number on file is valid for DOS, CPT, Dx, and # of visits.
  • Notify patient of copay, co-insurance, deductible and any outstanding balance at time of appointment reminder.

When Patient Arrives:

  • Scan and/or verify insurance card (front and back) and ID is in the patient's documents in Practice Fusion.
  • Verify Patient Demographics and Insurance information is up to date.
  • Check Eligibility and verify benefits including PCP on file
  • Authorizations
    • Must be obtained prior to services being rendered
    • Auth #
    • DOS must be within the to and from date of auth
    • CPT codes and Dx codes must match auth
    • if Dx changes during service being rendered, call payer to update auth
  • Collect copay, coinsurance, deductible and any outstanding balance for the patient.
  • Record payments within the Superbill or on the daily Payment Log

At End of Day Send Information to your Dedicated MDinTouch kFax number

  • Daily Payment Log
  • Include any patients that are no shows that you would like billed
  • Authorizations & Referrals

If you have any questions, please do not hesitate to us.

If you would like to learn more, see MDinTouch's Medical Billing Service and Pricing