Ideal Practice Workflow Part 3: Billing

Ideal Practice Workflow Part 3: Billing

Billing should be the backbone of any practice, but many vendors focus on the EMR with no billing function or view billing as an afterthought. An EMR must support billing and that’s one of the unique features of the In Touch EMR™.

In Touch EMRIt works in concert with In Touch Biller PRO and other systems to reduce denials, increase revenues and streamline the practice workflow.

Effective Billing

To be effective, billers have to enter the claim information, either manually or automatically.

In Touch EMR™ offers an array of automatic functions that make a biller’s life easier, more productive and allows clinicians to get paid faster.

In Touch EMR™ and In Touch Biller PRO have built-in crosswalks that automatically verify if ICD and CPT codes match, along with the date and time of service.

A unique feature of In Touch EMR™ is that the claim can be edited if necessary to bring all data into alignment.

More importantly, the system identifies any modifiers that are applicable and attaches them if necessary.

CCI edits are automatic and the software tells the biller if they need to be added, along with a supporting diagnosis. The software conducts matching to determine if the CPT code is related to a certain ICD code.

With the right depth of diagnosis provided with In Touch EMR™ and In Touch Biller PRO, clinicians minimize audits and denials, and remain more compliant.

Working In Tandem

Few EMRs have the ability to transmit data directly to billing software. In Touch EMR™ does and this is a huge innovation for streamlining practices.

After claims arrive from In Touch EMR™ to billing, it tells billers which codes are worth the most money.

The claim is scrubbed for errors before it’s ever transmitted to the clearinghouse.

ERAs automatically appear and can be posted with a single click.

It makes billing more efficient and allows clinicians to do what they like to do – treating patients.

Saving Money

In Touch EMR™ and In Touch Biller PRO pay for themselves quickly.

If clinicians save just eight minutes per patient with the systems, that’s 5 hours and 20 minutes per week.

That translates into $150 in savings per week and $10,000 per year at 50 visits per week.

The three steps for the ideal practice workflow (front desk, documentation and billing) will change the way clinicians do things.In Touch EMR

Practitioners may have to drop their current billing software or service, but it’s worth the trouble.

It’s the difference between a practice that’s running out of steam and one that’s going like a speeding bullet.

In Touch EMR™ can have clients up and running in 24 hours and at a reasonable price.

Many clinicians are entrenched in the way their current system operates. They’re emotionally and financially invested in the systems, but if the software is inefficient and doesn’t work together for the benefit of the practitioner, it’s costing clinicians in wasted time and lost revenues.

Ideal Practice Workflow Part 2: Documentation

Ideal Practice Workflow Part 2: Documentation

Clinicians are hearing a lot about being more efficient in their practice and it’s essential for professionals practicing in the Obamacare era.

Reimbursements are being reduced by Medicare and insurance companies, and clinicians must evolve in the way they operate their practice if they are to maintain a viable business.

EMROne of the ways clinicians can accomplish that is through the use of EMR and billing software that works together.

In Touch EMR™ and In Touch Biller PRO interact seamlessly to accomplish the three key areas to improve workflow – patient intake, documentation and billing.

Patient Intake

During the intake process, In Touch EMR™ allows the front desk to verify and obtain patient information directly from the payer, create a patient file and schedule an appointment.

The information automatically goes into the EMR system where it can be retrieved by the clinician when the client arrives for their appointment.

Automatic Documentation

The one-click documentation available with the In Touch EMR™ saves an enormous amount of time. With one click, the clinician can create a document for that patient to record everything from an evaluation to treatment notes.

One of the unique features of In Touch EMR™ is that clinicians can make progress notes and they all appear automatically anytime the patient record is opened providing them with an at-a-glance overview.

Practitioners can make changes to their notes to reflect changes within the patient and their progress.

The EMR system also alerts clinicians to G codes and other pertinent data.

One Touch Billing

In Touch EMR™ works hand-in-hand with In Touch Biller PRO to make the billing process as easy as possible.

At the conclusion of the patient’s visit, clinicians simply hit one button – finalize claim.

Patient data and documentation is automatically sent to In Touch Biller PRO where it’s ready for submission. 

EMRThe claim appears within the billing software and clinicians can designate if claims are sent individually or as batch files.

Increasing the overall efficiency of the practice workflow allows for greater accuracy, less wasted time and increased revenues.

The keys are patient intake, documentation and billing.

When those three aspects work together, it provides a better patient experience and increased revenues for the practice.

In Touch EMR™ and In Touch Biller PRO work together seamlessly to automate a variety of tasks to lessen the workload of everyone within the practice.

Ideal Practice Workflow Part One: Front Office

Ideal Practice Workflow Part One: Front Office

The current healthcare climate demands that practices become more efficient at every task. Efficiency begins at the front desk by gathering all the needed patient information and verification before scheduling the client’s appointment.

The entire process can be accomplished with the In Touch EMR™ for savings in time and reduced denials.

In Touch EMROnline Verification

In Touch EMR™ works with thousands of payers across the nation, making benefit verification a matter of a few moments.

When the payer doesn’t have the ability to verify online or they don’t offer it for certain physician types, such as physical therapists, it’s still possible to verify the old-fashioned way with a phone call.

Online verification is critical for practices to avoid health insurance fraud and theft.

Even though more people have insurance coverage through the Affordable Health Care Act, health insurance theft is a serious problem that robs practices across the U.S. of millions of dollars annually.

In Touch EMR™ has the time saving tools to quickly verify every aspect of the patient’s data.

One Click Charting

Streamlining front desk processing takes a major leap with one-click patient charting built into the In Touch EMR™.

With just one click of a button, the front desk can capture all the needed patient information (with the patient’s permission), create a chart, and schedule the client’s appointment.

There’s no need to spent time manually entering demographic information by hand.

In Touch EMR™ captures the information from the insurance company at the time of online verification.In Touch EMR

Online verification and one-click charting work together to minimize denials.

Patient enrollment and benefit information comes directly from the insurance company, eliminating spelling mistakes and incorrect contact information.

The integrated In Touch EMR™ works hand-in-hand with verification and charting, and documentation can be further streamlined with an iPad.

Manually checking patient information, creating charts and verifying eligibility is a thing of the past with the In Touch EMR™.

The integrated software system saves time, reduces denials and automatically creates patient files with the click of a button. Designed specifically for physical therapists, it allows practices to schedule more efficiently and get paid without worrying about reimbursement denials.

In Touch EMR Eliminates Scanning and Uploading of Patient Documents

In Touch EMR Eliminates Scanning and Uploading of Patient Documents

With the technology of an iPad and the In Touch EMR, there’s no reason to scan and upload documents to a patient’s record ever again. At this time, the In Touch EMR has the only dedicated iPad app for physical therapy.

In Touch EMRIn Touch EMR stores information securely in the cloud and can be retrieved at any time. Implemented on the iPad, the EMR offers a fast, easy and simple system with almost unlimited uses.

Say Cheese

With the iPad’s built-in camera, patients can take a photo of themselves for identification purposes, right in the office.

The photo automatically goes where it needs to be with the integrated In Touch EMR and it’s permanently stored in the cloud.

Patients can also complete forms and photograph them for inclusion in their records.

It’s essential to verify each patient’s identity for reimbursements, prevent fraud and avoid identify theft.

A photo of the patient’s insurance card can be taken and added to their file for quick verification of coverage and services, thereby increasing front desk efficiency.

Photographic Documentation

Clinicians can take photos of individuals during the patient encounter to document their posture, injuries and other visible data. The photos are instantly attached to the patient’s record to create a visual profile and establish medical necessity.

Clinicians can snap a quick photo of referrals, documents and records from other providers, all of which becomes part of the patient’s record almost instantly.


Clinicians need to understand the various elements of Obamacare so they can provide explanations to patients.

The In Touch EMR is an important tool for patient education.

Clinicians can use the In Touch EMR and iPad as a visual aid to help clients understand what they’re being told verbally. Instructions, examples and pertinent information can be called up, printed and given to patients to peruse at home.

Automating The Workflow

In Touch EMR and the iPad automates the before, during and after patient experience.In Touch EMR

Staff members spend less effort on time-consuming tasks and patients receive more quality time with their clinician. Billing can be completed and submitted, even before patients leave the office.

The combination of the In Touch EMR and an iPad eliminates the need for scanning, photocopying and uploading information to patient files.

The EMR in In Touch EMR stores data quickly, safely and securely in the cloud where it can be retrieved any time it’s needed.

Office processes are greatly improved for better efficiency, and clinicians have the ability to create a photographic profile of their patients, allowing them to bill quickly and reduce turnaround times on reimbursements.


Billing:  The Importance of Keeping Records in Your MIB Business

Billing: The Importance of Keeping Records in Your MIB Business

Documentation is the backbone of a medical insurance billing (MIB) business. It’s essential to file claims for clients and interacting with the IRS at tax time. In this informative article, Nitin Chhoda reveals the many reasons for maintaining proper documentation within an MIB business.

billingTools of the Trade

Billing software is designed to handle virtually any billing related task an MIB chooses to offer, but MIBs should consider the option of employing electronic medical record (EMR) technology in their business.

Fully functional EMR software is available for free and only requires a modest monthly user fee.

EMRs are in compliance with HIPAA privacy standards and submit claims electronically. They have the ability to maintain multiple databases for any number of patients, providers and payers. The billing software maintains a comprehensive array of information digitally or in the cloud, eliminating the need for paper medical records.

Avoiding the Litigation

Perhaps the greatest need for documentation in a biller’s arsenal is to avoid running afoul of litigation on behalf of their clients. It offers protection against accusations of billing for services and procedures that weren’t provided, altering or falsifying claims, misrepresentation, and billing for non-covered services.

Daily Documentation

Armed with a medical provider’s day sheet, MIBs are tasked with submitting a client’s current claims, complete with the necessary patient data.  Documentation must be kept that supports the medical provider’s diagnosis, treatment and procedures performed when claims for billing are sent.

It’s a simple matter to import written records into an EMR for storage and easy retrieval should a claim be denied, rejected or need correction.

Billing software provides a running account for each client that documents which claims have been paid, patent balances owed and payments posted to a clinician’s practice. Billers can quickly refer to their software when dealing with clearinghouses, payers or recalcitrant patients.

Patient IDs and Coverage

A patient must provide a photo ID and a copy of their insurance card for a claim to be filed. All that information can be kept securely within billing software, allowing billers to update the data as needed. Copies of all those insurance cards provide billers with necessary information to submit claims that get paid in a timely manner.

The billing documentation provides essential information about the client’s medical coverage, insurance exclusions, co-insurance, deductibles and co-pays, and who is covered, along with any financial maximums or caps. The documentation contained within the software allows billers to ascertain if the patient’s coverage requires pre-approvals or referrals.billing software

Contracts and Databases

To deal with clearinghouses with authority, billers need a copy of the contract between clients and their clearinghouse. Digital documentation puts the necessary information at their fingertips.

Multiple databases can also be created to provide an array of information that billers have agreed to track for their clients, from referral sources and revenues to the number of procedures performed each month.

Operating Costs

Documentation and receipts are critical for billers at tax time. The data allows MIBs to claim the cost of operating expenses, from equipment replacement and depreciation to loan payments, office supplies and coding updates. Don’t forget to document income.

With the elimination of paper forms, digital documentation becomes a critical element in business, especially in the medical billing industry. Billers who want an affordable full management system that will grow with their business should consider an EMR for comprehensive documentation, storage and retrieval.

Understanding the RAC Audit Process

Understanding the RAC Audit Process

One of the greatest challenges facing practitioners is a potential investigation by a Medicare Recovery Audit Contractor (RAC). Medicare estimates that there is a sixty two percent error rate among reimbursement claims in which documentation doesn’t match the billed expenses.

Private practice marketing expert, Nitin Chhoda, says that when services, fees and documentation don’t match, it increases the possibility of a RAC audit. The good news is that there are concrete steps clinicians can take to reduce the risk. And he shares that information in this article.

RACEven with the best coders and billers, errors can occur and it’s ultimately the responsibility of the practitioner to ensure that records match.

Knowing how the RAC process works allows clinicians to develop measures and install appropriate software systems to minimize risk factors that lead to an audit.

Medicare RAC auditors examine reimbursement claims after payment has been made, using methods similar to those employed by commercial healthcare insurance carriers.

The practice is known as pay and chase among industry officials. They look for inconsistencies in the billable services and submitted documentation.

RAC auditors utilize methods that comply with the Centers for Medicare and Medicaid Services (CMS) rules and regulations.

Determining the Two types of Audits

There are two types of audits – automatic and complex.

  • An automatic audit seeks easily identifiable errors in payments, but doesn’t require human intervention or medical records to determine a problem exists.
  • A complex audit addresses improper payments through a manual evaluation and a request for extensive supporting documentation. Medical providers have strict and definite timelines in which to request an extension, comply with producing the appropriate records, and make appeals.

The process doesn’t stop there. Practitioners singled out for a RAC will be reported to CMS for potential fraud. If the RAC determines the problem is a potential quality issue, they report the provider to the state’s Quality Improvement Organization.

Initiate Self-Audits in order to Minimize RAC Interventions

Conducting self-audits will help minimize RAC interventions, but the best way clinicians have of avoiding an audit is to ensure their flow sheet, plan of care and billed expenses all match. If they don’t, it’s a problem and the responsibility of the practitioner.

Integrated electronic medical record (EMR) software is a critical element and provides the first line of defense toward that goal of avoiding an audit.

RAC auditorsEach EMR differs slightly, but systems such as the In Touch EMR, and In Touch Biller Pro, have capabilities specifically designed to assist coders and billers.

When data is entered, it prompts and advises the user for information and data to ensure all the components match and support each other.

It’s a crucial feature that offers a greater level of compliance and minimizes the probability of an audit.

Knowing how and why a RAC audit is conducted provides clinicians with the necessary information to help them avoid the experience. Confirming that the flow sheet, plan of treatment and documentation are all in agreement is the first step. The second is implementation of an “intelligent” integrated EMR physical therapy software system.

An audit isn’t desirable, but instead of living in dread practitioners should look upon a RAC audit as an additional way to maintain compliance.