One of the most critical elements of managing your accounts receivables is having an effective process for responding to claim denials and/or information requests. All reimbursement staff involved in claims management must be trained on claims appeals processes. A monitoring system should be in place for supervisors to insure appeals are being filed accurately and timely by their staff. The following are necessary tools your staff will need to file appeals and respond to documentation requests:

1. If you are using CPR+ document scanning, (if you don’t, you should), scan payer contracts into the insurance file in your CPR+ database.
2. Create a spreadsheet showing each payer documenting timely filing deadlines, appeal levels with addresses, provider relations contacts, etc. (It is a good idea to file appeals via fax and retain the confirmation or send by certified or registered mail.) See example link below:
   
   (Click here to view an example Excel spreadsheet)
3. You can also add the details of the above spreadsheet to the Notes tab in the Add/Modify Insurance Company window within the CPR+ database (see below).

It is extremely importantly to know and comply with each payer’s appeal rules and time limits. Make sure payer requirements are available to all reimbursement staff members and that they are properly trained on usage of the resources.

Part II of this series will be published in next week’s newsletter.

Dana Douglas, CPA, is the President of Accounts Receivables Solutions, LLC, located in in Nashville, TN. For more information, call 888-632-5937 or click here to send Dana an email.

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In the fall of 2007, we were beginning to feel the strain of over-crowded offices. This was not a new experience for D.H.S., as our 17-year history of growth has evidenced. Since 1993, we've been in four different locations in the Columbus area, and we are pleased to report that we have moved again - this time into an 18,000 sq. ft. office space in Westerville, Ohio. Although it's just a few miles from where we spent the last eight years at our Busch Blvd. location, our new building feels like a different world.

As stated earlier, it was late 2007 when we recognized the need to either renovate and add-on to our existing building or start shopping for new headquarters. After 18 months of careful selection, we purchased our new building in June 2009.

Although it was "new" to us, the building needed major renovations to meet the needs of our growing company. Months of meetings with contractors, architects, etc., resulted in the project kick-off in November 2009. Finally, the weekend of the move took place beginning March 26.

Thanks to the work of many, many hands, we arrived at our new office Monday morning with no interruptions to customer service.

The new headquarters has a new VoIP phone system, a better-integrated network system, a state-of-the-art server room, four conference rooms, including an in-house training facility. The employees favorite upgrades include a fitness center, a kitchen four times larger than the one on Busch Blvd., plenty of parking space, access to a community walk/bike path, and a duck pond.

Click here to view pictures of our new site as well as pictures of our various offices through the years. There's still a few finishing touches needed at the new building - as soon as they are complete, we'll add more pictures to this collection.

As always, we thank you for your continued support. We are grateful to have the best customers in the industry!

Please update your records with Our New Address:

Definitive Homecare Solutions, Ltd.
707 Park Meadow Road
Westerville, OH 43081

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Each month, the CPR+ Training & Implementation Department conducts a FREE, live, training session open to all CPR+ Customers. With an ever-changing industry, staff turnover, and continuous software enhancements, training should be an on-going priority for CPR+ users. Trained employees are more productive, efficient and knowledgeable, saving you time and money!

Click on the links below to register for the April Training Sessions.

Click Here to Register for the
April 14th FREE TRAINING Webinar on
Line Item Financials

Click Here to Register for the
April 21st FREE TRAINING Webinar on
One-Click Billing

Both one-hour sessions will begin at 2:00 PM EDT.

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