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How to Manage an Increased Volume of Medical Billing Inquiries

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Having a strategy for billing and collections procedures in a medical practice is crucial. The right strategies maintain steady revenue cycles and help patients stay engaged with their payments. However, various health care challenges can detract from billing efficiency. Errors result in more patient inquiries, which can be challenging to manage.

You can use many strategies to enhance your billing processes and reduce patient inquiries. Read on to learn more about managing medical billing inquiries and how Millennia can help.

Medical Billing Challenges That Practices Face

Your practice might experience increased medical billing inquiries because of many different challenges. Medical billing can be complex for patients and health care professionals, leading to various difficulties. If your collections process faces many challenges, you become more likely to lose revenue. 

These are a few common medical billing challenges for health care practices:

  • Lack of patient education: Practices with little patient education might experience missed or incorrect payments. The less that patients know about their bills, the more daunting payments become. With so many variations in insurance coverage, it’s understandable patients need clarification about how much they owe. Confusing statements can also complicate matters — without a clear breakdown of services and corresponding costs, patients might avoid their receipts entirely.
  • Late payments: On-time payments ensure your practice’s revenue cycles stay on track. Patients might miss deadlines for many reasons, from forgetting the date to insufficient funds. But once the payment is late, collection can become harder for your billing office. You might also have to navigate late fees.
  • Multiple claims: Your office might have to juggle many claims from different insurance companies at once. Specific procedures might require different forms, resulting in more intense workloads. An increase in claims and inquiries can create a backlog in your filing and decrease efficiency.
  • Lack of patient support: If you experience a sudden increase in patient billing inquiries, it might signal patients need more resources to resolve problems independently. Patients can have many questions about how to pay or how much they owe, but supportive resources can resolve many questions without your office’s extra help. For instance, online guides or FAQ pages can help patients answer their queries.

How to Manage an Increased Volume of Medical Billing Inquiries

Efficient management of medical billing inquiries can help your revenue cycles and boost patient satisfaction. But sudden bursts in patient inquiries can negatively affect your efficiency and feel overwhelming.

Here are a few strategies for optimizing your medical billing procedures:

1. Use Transparent Communication With Patients

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Clear communication is essential for patient billing procedures. It’s important to outline patients’ billing responsibilities when you provide services. You can include these details with new patient paperwork to ensure they understand before beginning the care process. Your office can also include signs or reminders to keep patients informed. During checkout procedures, remind them of their upcoming bills or prompt them to pay immediately.

For instance, you might give patients a timeline of the typical payment steps. You could include example dates for deadlines and explain the outcomes of missing payments, such as late fees.

You can also use financial transparency in your office with price breakdowns. Use infographics and detailed posters to explain prices for typical procedures and basic services. That way, patients can understand what they might owe after their appointments. The more they know, the more they can engage with financial responsibilities.

2. Keep Detailed Patient Records

Many medical bills involve errors, leading to more inquiries and claims. Insurance companies are strict about claim details, and errors can result in lengthy cycles of editing and resubmission. Long claim processing times can negatively impact your revenue stream.

One way to combat this challenge is by rechecking and keeping your patient records as detailed as possible. Keeping patient names, addresses, dates of birth and insurance IDs correct is crucial. If you ensure these facts are accurate, you can reduce claim errors and inquiries. Billing software can help with accuracy — it often lets patients input their information and immediately transfers it to your system.

3. Improve Your Payment Procedures

An enhanced user experience can decrease patient inquiries about billing. A simple payment process results in fewer questions because it empowers patients to find answers on their own. Seamless technology guides patients through the process and offers support along the way, reducing inquiry loads.

These are a few ways your practice can enhance your payment processes:

  • Offer more accessibility: The more accessible payments are, the more likely patients will complete them. Offering many payment options allows visitors to use the technique that matches their needs. For instance, you could accept cash, checks and various credit card vendors. Or you could use online payment portals — these let patients view their billing details 24/7, boosting accessibility.
  • Provide customer support: Support services let patients connect with staff and alleviate concerns. Whether you use online chat services or a phone line, you can help with financial transparency by being open with your patients. If they feel supported by their providers, they might become more engaged in their health care.
  • Give education and resources: You can help with the lack of patient understanding by providing educational resources. Explanations about insurance plans and common services can help patients make more informed health care decisions. By giving them more resources at the beginning, they might have fewer inquiries later.

Can Medical Billing Services Help?

Medical billing software can help practices with managing medical billing inquiries. These online solutions streamline many manual billing processes, allowing your office to resolve questions more quickly and maintain efficiency. Top billing software applications address every part of the billing process, from appointment scheduling to finalizing invoices. These services simplify payments for both providers and patients.

Millennia offers leading medical billing services for health care practices. You can integrate our software solutions to boost revenue, build patient engagement and create unified patient journeys. 

Our Millennia Recover solution is a unified patient payment platform. It streamlines patient payments by offering MobilePay, online payment portals, text-to-pay options and more. Millennia Recover also increases patient engagement with patient support resources, reminders for on-time payments and concierge services. You can reduce administrative stress by automating many manual billing procedures.

Our Millennia Complete option creates an end-to-end patient solution. It combines the features of Millennia Recover with pre-payment functions, like appointment scheduling and communication. Empower patients to become more engaged with their health care by providing flexible scheduling and payment options.

Explore Our Solutions Today!

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At Millennia, we understand the necessity of efficient medical billing procedures. Managing many billing inquiries at once can feel overwhelming, but the right solutions assist you every step of the way.

Explore our solutions to see how you can increase payment collections and patient satisfaction. Request a consultation today to get started with Millennia, and see how you can say, “now everything’s complete.”