Custom Data Services, Inc. Medical Payment Retrieval

Payment retrieval is an undeniably important part of the medical claims life cycle. And it is our philosophy that the more payment options you offer the more you will collect. In a previous post we mentioned our latest service addition which was the implementation of online bill pay, but that is only one of the many payment options that are available through our medical billing service.

Our Medical Payment Retrieval Options Include:

Mail in Payments

Our primary source of payment retrieval is your standard mail in payment option. Enclose the top portion of your statement along with a check or your credit card information and we will process the payment as soon as we get it in the mail. This has been and will be the primary payment retrieval method of our company for years. Patients are comfortable and familiar with mailing in their payments.

Phone in Payments

Our customer service staff is friendly and waiting to help your patients answer questions and make payments. Over the phone we can accept credit card payments from Visa, Discover, and MasterCard. We are looking into adding American Express because you can never have to many accepted forms of payment.

Walk in Payments

Monday through Friday our office is open between the hours of 8:00 am and 4:00pm. We always have a customer service representative available at our front counter to take payments in cash, with a credit card, or with a check.

Online Payments

Our latest advancement is our online medical bill pay option that allows your patients to make payments online through a secure web portal. The website is secured and accepts payment by credit card, electronic check, or directly from you patients savings account.

Electronic Payments

We accept electronic payments from the major insurance providers such as Medicare, Medicaid, and United Healthcare.

Most people like sitting down and going through the mail, it feels good to have something come in the mail with your name on it.

However when it comes to your practice processing your mail in a timely fashion just means sitting down and doing one more task that is keeping you away from the most important part of your practice; your patients. Which is why one of the services we offer to our clients is mail processing.

What is our mail processing service?

On a daily basis we go to 3 different local post offices to retrieve the previous days mail for our clients. When the mail reaches our office it is opened, sorted, and delivered to your practice’s representative. From there your representative will post your payments, research returned mail and bad addresses, file inquiries on rejected claims, or separate the parcels that need to be delivered to you and place them in our blue bag to be delivered to your office with our medical delivery service.

Having a mail processing service isn’t going to save your practice hundreds of hours a year, but the time spent sorting and delivering your mail will continously add up and will ultimately be a distraction to your business.

We believe that our medical billing service is more than just adjudicating claims, it is about providing the small services necessary to help make your practice more efficient.

Your patients are what drive your practice and our business. Without them we can’t survive, so it is of the utmost importance that we deliver above satisfactory care and service to them throughout their entire experience. We understand that when a patient is in your office you have control over their satisfaction, but their experience doesn’t end when they leave your office, and the responsibility for providing quality care continues with us .

Our customer service department is staffed with polite knowledgeable people that are available to answer you patient’s questions 8 hours a day 5 days a week. They are trained to thoroughly research questions, problems, and insurance inquiries in order to serve your patient’s better.

We have recently expanded our customer service department onto our website where your patient’s can view and find answers to frequently asked questions, can view annotated examples of our different statement types, and can send an email to our customer service department about a specific question on their account.

We are continuously searching for new ways to make the payment process simpler. We know that an explanation of benefits can be confusing, and that your patient’s will need our help. We welcome them to call or email our representatives at any time and we promise to respond to all inquiries in a fast and informative way.

If you are a patient and have found this page please visit our Patient Services page where you can find answers to your questions and different methods of contacting us.

Along with our medical billing service we provide a host of other services that can help increase the efficiency of your medical claims life cycle. One of the most popular services we provide to our clients is a medical delivery service.

Our medical deliver service is available to you and your staff 5 days a week and will ensure the secure and timely delivery of your medical billing information between your office and ours.

The delivery of information between medical billing provider and the physician is the most critical element of the billing process. If data is incorrect, unorganized, or delivered in an untimely fashion your practice will suffer.

There are no questions about how bad or untimely data can negatively affect your billing. That is why we will schedule pickup and delivery times with your office on a basis that is convenient for you. The information is recieved and delivered in easily identifiable blue bags with our company logo on them to assure that our courier and your staff know exactly where to put the information that needs to be sent between our companies.

With our medical billing services we provide a medical delivery service that can be scheduled as frequently as on a daily basis. The purpose of our delivery service is to ensure the fast and safe transport of your patient information so that we can successfully file your claims.

Federal law mandates that medical and health records be retained for a specific number of years depending on the type of document. Does your practice have the staff, space, and knowledge of the federal regulations to be in full compliance?

Medical records retention can easily require more physical office space than your actual practice needs. Physical storage space, warehouses, or servers that electronically store your data cost thousands of dollars to lease and maintain per year. Could your practice benefit from having a service help alleviate the costs while insuring compliance with federal regulations?

We currently offer document retention services that will help your practice comply and remove much unnecessary space allowing you to run your practice more efficiently.

Our services include electronic retention of explanation of benefits, registrations, and charge information. We electronically transfer or scan physical documentation onto a write once optical disk. The optical disks are copied for backup purposes and are stored off site in a fire safe storage facility.

We are also partnered with a local HIPAA compliant warehousing firm that can store your documents off site in a secure environment.

If you are interested in creating a secure and cost effective solution to document retention please contact us through our request for bid form with the comment “Document Retention”.