In order to maximize collections the software must contain reports that organize outstanding claims into subgroups. For instance, claims that do not transmit to the carrier need to be displayed on a report the next day. The practice can't wait to find out about these claims weeks later when a check doesn't show up. Claims can be quickly addressed and resubmitted if a report is available.

Outstanding claims should be organized into two groups: claims that have not been worked and claims that have been worked. These key features allow prompt and attentive action by the staff.

Five Important Features to Help Speed the Collection Process

We recommend a medical practice software package include these collection features:

1. Problem Claim Report -- A report that contains a list of claims that did not transmit electronically. These claims are immediately identified so the staff can correct and resubmit.

2. Notes and Documents -- The software should provide for the insertion of notes and documents related to claim follow up. This functionality provides a permanent history of the claim to facilitate multiple people working on the claim eliminating suspension of work due to staff vacations and turnover.

3. Patient Balances by Age -- We recommend separate reports that categorize claims greater than 90 days, 120 days and 150 days as well as a consolidated report.

4. 30 Day Follow Up Report -- This report provides all claims outstanding for 30 days that have not been worked. The staff should work this report daily to make sure any claim in this category is promptly addressed.

5. Worked Claims Follow Up Report -- This report provides a chronological listing of all claims that have been worked by the staff. A report of this nature prevents the staff from losing control of claims that have been worked which tends to happen in so many offices.