The Process

Easy, Flexible, Foolproof: Our process for getting your statements and claims generated has been designed to be as easy, flexible, and foolproof as possible. Initially, a new client must transfer a lot of information to us, so the level of communication is fairly intense. But once this start-up phase has been completed and both of us understand how each other works, the ongoing process of generating your statements and claims becomes much simpler, indeed almost effortless.

Proofing: One key part of the process is a "proofing" step: we send you every document we create for you in PDF form for your approval before we send it out. You can view these files on your computer or print them, whichever you find easier and more comfortable. We make any changes or corrections and only then send out your documents.

Archiving: The PDF files also provide you with an ongoing archive of all your documents for your reference. You can save the PDFs in a folder on your computer or, If you prefer paper, just print them and throw them in a folder.

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Paper or Electronic: Our billing process is very flexible and every step can be handled either on paper or electronically. Naturally, the process moves faster if done electronically, but if you are uncomfortable with any aspect of computer use, you can substitute paper. For example, we provide clients with a "session tracking sheet" to easily record each month's patient sessions. Normally, we provide this sheet in Microsoft Excel format, and clients simply open it in Excel, fill it in, and return it to us as an email attachment.

However, some clients are unfamiliar with Excel, so we provide the session tracking sheet to them as a PDF file that they can print and fill in by hand. They can then scan the completed sheet using a simple iPhone or Android app called TurboScan and return the scanned document in an email. If that seems too tricky, another option is to simply mail the sheet to us. And for clients that find the very idea of the session tracking sheet challenging, there is yet another option: not to use the session tracking sheet at all and instead provide us with your session information in any form you like. 

The Two Steps: Two steps are required to prepare us to do your billing. First, you must collect and transfer to us all the "static" information needed on your statements and claims, including basic information on yourself (name, degrees, billing and service addresses, NPI number, and so on) and on your patients (names, addresses, date of birth, fee and insurance information, diagnostic and treatment codes, etc.). Second, after this set-up process has been completed, we need a record of the session dates you want claimed and, if we are producing statements for you, information on any payments and other financial details that are needed on the statement. 

​For more details on each of these two steps, please visit Set-Up and Billing Cycle pages ​(links below).