Tebra Office Operations

Questions and Answers

What is the primary role of chart prep?

Prepping superbills and updating financial forms (correct)

Verifying patient insurance

Scheduling follow-up appointments

Checking patient balances

What is an important aspect of the check-out process?

Scheduling follow-up appointments (correct)

Collecting patient payments

Verifying patient insurance

Updating patient charts

What is included in the new patient packet?

ID cards and year of signing documents (correct)

Medical history and treatment plans

Superbills and patient charts

Insurance cards and financial forms

What is the purpose of checking patient balances?

To collect patient payments Signup and view all the answers

What is the patient liable for if they arrive more than 15 minutes late for their appointment?

$150 fee Signup and view all the answers

What is part of the opening protocol?

Logging into Tebra Signup and view all the answers

Who is responsible for relaying the message to the doctor in case of a same-day cancellation?

Front Desk Signup and view all the answers

What is the purpose of verifying insurances during patient check-out?

To ensure accurate billing and payment Signup and view all the answers

What is the importance of chart preparation?

To ensure patient charts are ready for the next day's appointments Signup and view all the answers

What is included in the check-in process?

Providing great customer service Signup and view all the answers

Who has access to edit COB during insurance verification?

Patient Liaison or Office Manager Signup and view all the answers

What should you tell a patient who asks if they will be charged a fee for cancelling?

It's up to higher management to decide Signup and view all the answers

What is part of the closing protocol?

Logging out of Tebra Signup and view all the answers

What is the fee for surgery cancellation?

$350 Signup and view all the answers

Where can a patient's balance be found on the cash sheet?

Under each patient's account Signup and view all the answers

What is the main goal of filling out COB during patient check-out?

To ensure accurate billing and payment Signup and view all the answers

What is co-insurance (coins) related to?

Insurance coverage percentage Signup and view all the answers

Why is it important to ask the patient the reason for cancellation?

To decide if a fee should be charged Signup and view all the answers

What is the purpose of logging in to Availity?

To verify patient insurance Signup and view all the answers

What happens when a patient cancels an appointment?

The schedule block is automatically removed Signup and view all the answers

What is the purpose of the Fax Agent?

To upload faxes to Tebra Signup and view all the answers

Why is it important for the front receptionist to give their full attention to answering and handling telephone communications?

To provide excellent patient care Signup and view all the answers

What is the purpose of the cash sheet in the patient check-out process?

To track patient payments and balances Signup and view all the answers

What is the purpose of posting to billing in the patient check-out process?

To finalize patient billing and payment Signup and view all the answers

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

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.