Tebra Office Operations

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

Learn how to perform various office tasks using Tebra, including sending messages, printing patient statements, and checking patient balances.