10 Tips for Clean Claim Submissions for Practices

by | Last updated Sep 8, 2023 | Published on Sep 8, 2023 | Medical Billing, Medical Coding

Claim Submissions for Practices
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Clean claim submissions are of utmost importance for medical practices and healthcare providers. A clean claim refers to a medical billing claim that is accurately and completely filled out, with all the required information and documentation provided, and is free from errors or discrepancies that could lead to claim denial or delay. Submitting accurate claims is essential for medical practices to ensure timely and accurate reimbursement from insurance companies. Practices should invest in robust billing processes, staff training, and technology solutions to optimize their claim submission procedures and ultimately improve their financial health.

Selecting a medical billing company is a critical decision because only a reliable provider can ensure the submission of properly documented claims. The right billing partner can significantly impact a healthcare practice’s financial health and operational efficiency.

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Benefits of Clean Claim Submissions for Practices

  • Faster reimbursement: Payer-ready claims are processed more quickly by insurance companies because they require minimal or no additional information or clarification. This results in faster reimbursement for the services provided by the healthcare practice, improving cash flow and financial stability.
  • Reduced claim denials: Flawless claims have a significantly lower chance of being denied. Inaccuracies, missing information, or other errors in claim submissions are common reasons for claim denials. By submitting ready-to-process claims, practices can minimize the risk of denials and subsequent appeals.
  • Cost-efficiency: Re-submitting denied or delayed claims can be time-consuming and costly for practices. Clean claim submissions reduce the need for time spent on reworking and resubmitting claims, saving administrative resources and costs.
  • Enhanced provider-payer relationships: Consistently submitting error-free claims builds trust and positive relationships with insurance companies and payers. This can lead to smoother communication and dispute resolution, should any issues arise during the claims process.
  • Time-saving: Clean claims require less back-and-forth communication between the practice and the payer, resulting in less administrative burden and freeing up time for staff to focus on other essential tasks.
  • Improved patient satisfaction: It also reduces the likelihood of claims being held up or denied due to administrative errors. This means patients are less likely to receive unexpected bills or face delays in receiving the care they need, leading to higher patient satisfaction.
  • Compliance and legal requirements: Clean claim submission is essential for adhering to legal and regulatory requirements within the healthcare industry. Failure to do so could result in penalties or legal issues for the practice.
  • Data accuracy and analytics: Clean claims contribute to accurate data collection and reporting, which is vital for assessing the financial health of the practice, identifying trends, and making informed decisions.
  • Streamlined workflow: It leads to a smoother workflow within the practice. Your administrative staff can focus on proactive measures to prevent errors and discrepancies, rather than spend time on correcting mistakes after the claims are submitted.
  • Revenue maximization: Submitting ready-to-process claims ensures that practices are accurately billing for the services provided. This maximizes revenue potential by reducing the chances of under billing or missed reimbursement opportunities.

Best Practices to Submit Error-free Claims

Here are 10 tips to help your practice submit clean claims:

  1. Accurate patient information: Ensure that all patient information, including name, date of birth, contact details, and insurance information, is accurately captured. Even minor errors can lead to claim denials.
  1. Complete documentation: Provide comprehensive and legible documentation for all services rendered. This includes medical history, examination notes, diagnoses, treatment plans, and any other relevant information.
  1. CPT and ICD codes: Assign accurate Current Procedural Terminology (CPT) and International Classification of Diseases (ICD) codes to each service provided and diagnosis made, respectively. These codes are crucial for billing correctly and justifying medical necessity.
  1. Up-to-date fee schedule: Use the most recent fee schedule for the insurance company you’re submitting claims to. This helps ensure that you’re billing accurately based on the agreed-upon rates.
  1. Modifier usage: If applicable, use modifiers to indicate special circumstances or unique aspects of the service provided. However, make sure the use of modifiers is appropriate and supported by documentation.
  1. Pre-authorizations: Obtain pre-authorization when required by the insurance company for certain procedures or treatments. Failure to do so could result in claim denials.
  1. Timely submission: Submit claims within the insurance company’s specified timeframes. Late submissions can lead to delays in reimbursement or claim denials.
  1. Clean and clear format: Use clear and legible fonts when filling out claim forms. Illegible handwriting or unclear print could cause processing errors.
  1. Follow guidelines: Familiarize yourself with the specific claim submission guidelines of each insurance company. Different insurers may have slightly different requirements, and adherence to these guidelines is essential.
  1. Double-check data entry: Before submitting claims, double-check all entered information, codes, and amounts. This can help catch any potential errors before they lead to claim denials or delays.

Submitting clean claims is vital for medical practices to maintain an efficient revenue cycle, minimize claim denials, build positive relationships with payers, and ensure compliance with industry standards. Remember that maintaining a streamlined and organized claim submission process, as well as staying updated on industry changes, can significantly improve your practice’s chances of submitting clean claims and receiving timely reimbursement. Regular training and communication with your billing team or software vendor can also play a crucial role in this process.

When choosing a medical coding company, prioritize a company with a proven track record in accurately preparing and submitting claims with all necessary documentation. This expertise helps prevent claim denials and delays that often arise from missing or inaccurate information. A professional company will have an in-depth understanding of the complexities of medical coding, billing regulations, and payer requirements, ensuring that the claims are complete and compliant before submission. By hiring a proficient billing partner, healthcare practices can navigate the intricate billing landscape with confidence, ensuring their revenue cycles remain uninterrupted and their relationships with payers are consistently positive.

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  • Natalie Tornese
    Natalie Tornese
    CPC: Director of Revenue Cycle Management

    Natalie joined MOS’ Revenue Cycle Management Division in October 2011. She brings twenty five years of hands on management experience to the company.

  • Meghann Drella
    Meghann Drella
    CPC: Senior Solutions Manager: Practice and RCM

    Meghann joined MOS’ Revenue Cycle Management Division in February of 2013. She is CPC certified with the American Academy of Professional Coders (AAPC).

  • Amber Darst
    Amber Darst
    Solutions Manager: Practice and RCM

    Hired for her dental expertise, Amber brings a wealth of knowledge and understanding of the dental revenue cycle management (RCM) services to MOS.

  • Loralee Kapp
    Loralee Kapp
    Solutions Manager: Practice and RCM

    Loralee joined MOS’ Revenue Cycle Management Division in October 2021. She has over five years of experience in medical coding and Health Information Management practices.