Accounting 10 Companies Can Use Free Cash Flow To 10 Amazing Advantages of Web Based Software

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10 Amazing Advantages of Web Based Software

More and more providers and billing services are discovering the benefits of web-based software over old-fashioned server-based practice management systems. After fifteen years of running a medical billing business with server-based software, we decided it was time to look at some new features.

The field of medical billing is always changing, and improvements to our software capabilities are expected. As technology evolves, we need to find our software doing more jobs for us in less time and handling coding changes in rules and real time. Of course we want all this to be available at a reasonable price. We found that the new technology of a web based practice management system can really save time and money.

The latest software offers incredible features that save time, money, keystrokes, rejections and create shortcuts that improve cash flow. With a web based practice management system you can sign in to a secure program on the web on any computer, not just the software installed. Here are some great benefits of new web based medical billing software.

1. Saves time – New technology developments have automated so many processes that depend on employee data entry that incredible time savings can be achieved. Electronic payment entry, one click printing capability, queued problem claims instead of searching through electronic reports and one click reproduction of last claim code are some of the amazing shortcuts now available.

Imagine the time saved alone by not making payments. eobs can now be scanned and converted into an 837 file that electronically enters insurance payments and automatically bills the secondary insurance carrier or patient.

In our server based system we had to open a box and choose whether you are printing primary insurance, secondary insurance or patient statement. When you click on one of them it asks which form you want to use. After clicking on the appropriate form, a box will ask what printer you use. Then if the printer has more than one drawer, you need to click Properties and select the drawer with the correct paper for the form you are printing. If one of my workers prints only 25 paper claims or patient statements per day, a single click printing job will save over 100 commands per day. As a billing service, we receive hundreds of electronic reports each week that we must open, read, and handle problem claims. This task becomes overwhelming with server based programs. The new web based program we now use simply sends problem claims to the queue. We now go to the queue and just check the problem instead of going through all the accepted claims to find rejections.

These are some of the time saving systems available with some web based programs. These systems have allowed us to increase our workload by 50% without hiring more staff or increasing our hours.

2. Saves money – Due to the many time saving benefits of web based software we were able to take on additional accounts without increasing our payroll. We put our employees to work more productively. Web based software can save the upfront cost of purchasing server based software with the necessary licensing, support and updates. We decided to charge a small monthly fee for the web based program. That’s all. There are no additional fees for electronic submission, support, provider scheduling, providing superbills, patient online payments, ICD9 and CPT codes, code queries, set up fees, or back-ups. No upfront costs. Not only does it cost less, it works better.

3. Fixes many bugs that create rework. Automated methods used with the latest web based software take many of the jobs that were once manually entered by billers and now eliminate human error through automation. A simple typo can cause a claim to be rejected or denied, slowing the payment cycle and causing a lot of extra and unnecessary work. Rework is the most expensive problem in the office. You’ll save money when you can eliminate redo work with a better system.

4. Works in “real time”. – When you are used to working on static server based software you have no say in updating the process until a new version is released which you need to purchase if you want to update to these new requirements. This can be an issue when you have an old code that you want to change, or new requirements such as adding an NPI number, classification code, or changes to a workers comp form. Web based programs can provide these changes as needed. Instead of spending thousands of dollars to purchase the latest version of server based software, a web based program is updated as any changes need to be made. As diagnosis codes and CPT codes are added or removed, the web based software can deal with these changes immediately, without further updates. This feature can eliminate coding denials of insurance claims due to CPT or ICD9 changes.

5. Scrubbing claims – Claims scrubbing can go beyond letting you know a patient’s date of birth is missing. A small example of how useful an effective claim scrubber can be is when a chiropractor files a Medicare claim where Medicare requires an AT modifier. If the modifier is not on a Medicare claim, it will be denied, and if the AT modifier is a claim with another insurance company, the claim may be denied for an invalid modifier. A good claim scrubber will flag the claim if you use the modifier incorrectly.

6. Able to bill UB04 form as well as CMS 1500 form – Smaller facilities such as rehabilitation clinics and mobile surgery centers are sometimes required to submit their claims on the UB04 form, depending on whether they are recognized as a facility or insurance carrier provider. We have found a web based software that will allow submission of the UB04 as well as the CMS 1500 claim form eliminating the need for two separate billing programs if you are billing for a facility. This is a great option for a billing company that may own a small facility and has no way to print the UB04 form as well as for a small facility that needs to bill the UB04 form.

7. ICD9 and CPT codes are preloaded for your specialty – Codes were not preloaded in our server based medical billing software. We were constantly adding diagnostic codes and unfortunately some invalid diagnostic codes were added. When an invalid code was used, the claim was generally rejected for the invalid diagnostic code. The claim is then corrected and resubmitted – a good example of the rework I was talking about earlier. All the diagnostic codes and procedure codes for the provider’s specialty are already preloaded in the web based program we designed. There are no redundant codes but you can add codes. As codes are updated, added or deleted by AMA, they are automatically changed within the program. This will be especially useful when we move to ICD10 codes.

8. Automatic insurance company updates – You don’t need to carry your insurance company’s address change or electronic payer number with your clearing house. Our favorite web based software comes preloaded with all insurance companies that can go electronically with the correct payment number. If a carrier changes their Pair ID# it is automatically updated through the web based software. You don’t have to worry about it. How many of us have suddenly had all of our claims fall into a black hole with a particular carrier and discovered that they changed their billing number and only notified the provider on a small sidebar on their website. A good web based software will not do this. Because they operate in “real time”, insurance companies and their electronic identifiers are added or updated as the clearing house adds/updates them.

9. Eliminates the need for accounting software – A billing service finds its providers needing accounting software like Quickbooks to keep track of billing for their services. With the new technology, the billing service can now bill their providers, print statements, send past due notices, run reports and enter payments in a web based system, eliminating the need for Quickbooks. The web based software we chose performs all the functions that we once used Quickbooks.

10. Multiple methods, eligibility and electronic submission at no additional cost – This makes a huge difference in the billing service. When we first started looking at web based software, we feared that the cost would be prohibitive for a billing service with multiple providers because most companies charge based on the number of providers. We are very happy to have found an application that not only has more technical features but is not charged by the provider or practice, but by the user.

After extensive research on the benefits of web based software, we found that we cannot afford to ignore the benefits of web based software. The next thing is to find an affordable application for billing service.

We found that a company using the SaaS (Software as a Service) concept can offer a more affordable product than a typical licensing product. Most web based programs charge per provider or practice so if you are billing 60 providers it can get really expensive. Web based medical billing software using the SaaS concept can now be offered to medical offices and billing services without reasonable monthly fees and set up costs.

Xena-Health Software quickly showed us a great product we didn’t know existed that cut our data entry time in half. We never dreamed of all the possibilities that new technology could provide at such a reasonable price. With most medical office expenses increasing every year, it was a wonderful surprise to find a cost saving product that really increased our efficiency. Xena was a pleasure to work with and we are thrilled with the results.

Copyright 2009 – Alice Scott – Solutions Medical Billing Inc

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