Questions and Answers
What is the primary role of chart prep?
What is an important aspect of the check-out process?
What is included in the new patient packet?
What is the purpose of checking patient balances?
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What is the patient liable for if they arrive more than 15 minutes late for their appointment?
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What is part of the opening protocol?
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Who is responsible for relaying the message to the doctor in case of a same-day cancellation?
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What is the purpose of verifying insurances during patient check-out?
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What is the importance of chart preparation?
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What is included in the check-in process?
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Who has access to edit COB during insurance verification?
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What should you tell a patient who asks if they will be charged a fee for cancelling?
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What is part of the closing protocol?
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What is the fee for surgery cancellation?
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Where can a patient's balance be found on the cash sheet?
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What is the main goal of filling out COB during patient check-out?
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What is co-insurance (coins) related to?
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Why is it important to ask the patient the reason for cancellation?
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What is the purpose of logging in to Availity?
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What happens when a patient cancels an appointment?
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What is the purpose of the Fax Agent?
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Why is it important for the front receptionist to give their full attention to answering and handling telephone communications?
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What is the purpose of the cash sheet in the patient check-out process?
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What is the purpose of posting to billing in the patient check-out process?
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Study Notes
Tebra
- Tebra login is required
- Tebra allows sending messages to other personnel in the office
New Patient
- Obtain necessary information when a new patient calls:
- Patient's name and contact details
- Insurance information
- Medical history
- Appointment scheduling
Opening/Closing Protocol
- Opening protocol:
- Perform specific tasks when opening the office
- Prepare for the day's appointments
- Closing protocol:
- Perform specific tasks when closing the office
- Ensure all tasks are completed before leaving
Check-in/Check-out
- Check-in:
- First point of contact for patients
- Provide great customer service and a smile
- Verify patient information and insurance
- Check-out:
- Last point of contact for patients
- Schedule follow-up appointments
- Update patient records
Chart Prep
- Chart prep is essential for patient charts and next day's appointments
- Tasks include:
- Prepping superbills
- Updating COB and new patient packets
- Preparing financial forms and insurance/ID cards
Cash Sheet
- Cash sheet format:
- Patient balance is listed under each patient's account
- Credits are in parentheses
- Notate any credits on the cash sheet
Co-insurance
- Co-insurance (COINS) involves:
- Verifying patient insurance information
- Updating patient records
- Notifying patients of any changes
Pre-authorization
- Pre-authorization process:
- Login to Availity
- Verify patient insurance information
- Obtain pre-authorization for procedures
Fax Agent
- Fax agent tasks:
- Login to Weave desktop application
- Upload fax/PDFs into Tebra
- Verify uploaded documents
Post to Billing
- Post to billing tasks:
- Verify patient information and insurance
- Update patient records
- Prepare claims for billing
Schedule Blocks
- Schedule blocks:
- Use colors to indicate different appointment types
- Ensure accurate scheduling and blocking
Telephone Handbook
- Telephone handbook guidelines:
- Answer and handle phone calls promptly
- Provide excellent customer service
- Verify patient information and insurance
Flag Colors
- Flag colors:
- Use colors to indicate different patient flags
- Ensure accurate flagging and follow-up
Cancellation Policy
- Cancellation policy:
- Patients will be charged a $150 fee for:
- No-shows
- Cancellations within the 24-hour window
- Arriving more than 15 minutes late
- Surgery cancellations will incur a $350 fee
- Patients must cancel appointments before the 24-hour window
- The front desk relays cancellation information to the doctor via EMR
- Patients will be charged a $150 fee for:
Insurance Verifications
- Insurance verifications:
- Patient liaisons or office managers should have access to COB
- Verify patient insurance information and update COB
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Description
Learn how to perform various office tasks using Tebra, including sending messages, printing patient statements, and checking patient balances.