We’ll Answer Your Medical Billing Software Questions!

May 31st, 2011 by Joann Doan

Learn how to make your medical billing easy with Kareo medical billing softwareRecently we’ve had several good questions about specific processes in Kareo on our Facebook page, and since this information may be useful for some of you who don’t use Facebook, we wanted to post it here on our blog as well.

1.    Can You Tell Me How to Apply Payments on Encounter to Procedure Codes?

  • Only patient payments can be posted from the encounter
  • On the encounter entry screen in the “Payment” section, enter all the payment info (amount, method, etc.)
  • Next, at the end of each service line entered you should have an “Apply Payment…” column. You need to enter the amount per service line you want posted from the total amount of the payment. For example, if the payment was $75 and you entered three DOS for which you want to apply $25 each, the “Apply Payment” column for each service line should be $25.
  • Once you approve the encounter, the system applies the payment.

2.    Can Anyone in the Kareo Family Suggest How To Submit Secondary Electronic Claims To Medicare?

There are several steps to setup and submit secondary claims electronically:

  • Login
  • Select practice
  • Settings
  • Insurance
          • Find Insurance Company
  • Select the Payer in question
  • Click the “Practice Settings” tab
  • Check the “Use electronic billing when this payer is secondary” option
  • Check the “Send Coordination of Benefits (COB) information” option
  • Click “Save”

These steps need to be followed in each practice for all the payers when you want to send secondary claims electronically and all payers that will send COB to the secondary payer.

Also it is very important to make sure when posting payments that all info from the primary payer’s EOB/ERA is included on the payment posting screen–co-pay, deductibles, adjustments, etc.

Let me know if that helps. Thanks!

Follow up comments:

Sagibanda Sumayonu Thank you very much, but I got rejected when I submitted it to Medicare. For that patient, BCBS is primary. The rejected note is as follows:

“ Error: Rejected by Capario (ETF/ACK statement came – claim processing status REJ reported)
Error Message:
Posting Date 05/13/2011”

Sagibanda Sumayonu: Can you please suggest to me how to solve the issue?

Kareo response:

To add the insurance type code, please follow these steps, this is required when billing Medicare secondary:

  • Open the patient record
  • Click on case
        • Open the Medicare policy
  • Use the drop down menu in the “Policy Type” section and select the correct one
  • Most of the times you will want to select “12″

Let us know how that works out for you, Sagibanda.

Sagibanda Sumayonu: Thank you for your help, I got claim acknowledgement report from the payer!

Be sure to visit our Facebook page on a regular basis for news and tips, and remember that when you “like” us, you are entered into a drawing for a free Kindle! If you have questions you’d like us to answer, please post here in the Comments area or on Facebook. And of course we have email support via support@kareo.com, live chat for ‘Complete’ or ‘Max’ subscription level customers, and ‘Email Support’ and ‘Email and Phone Support’ customer support plan customers, and our user community.

If you’re not yet a Kareo user and would like to see a complete demo of the system, be sure to sign up for our demo webinar on Thursday, June 9.

We’re here to help!

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Meet the New Additions to Our Sales Team!

May 26th, 2011 by Joann Doan

The Kareo medical billing software team is growing again. Today, we’d like to introduce the newest members of the sales team.

Brett Evans brings online video marketing sales experience to the Kareo medical billing software teamBrett Evans comes to Kareo with seven years of sales experience in industries ranging from home security to corporate payroll.  His most recent endeavor was with a company called Cantaloupe, an online video marketing company. 

What drew him to Kareo is the culture, the opportunity for growth and the interest in the product he is selling.  He has been “impressed with the people and work culture at Kareo” and adds that he “will fit in quite nicely with Kareo.”

In his free time, Brett is in a sketch comedy troupe called Stitches.  They travel across the country performing for youth groups, corporate events and banquets.  When he’s not traveling with his troupe, Brett enjoys writing music and performing on stage.


Alyse Giannini, who has a degree in Psychology, has joined the Kareo medical billing software sales teamAlyse Giannini, a new Account Executive, graduated with a Bachelor of Science degree in Psychology and a concentration in Clinical from IUPUI. 

What interested her about Kareo is the environment and how “charismatic everyone is.”  Additionally, Alyse likes the “fast paced atmosphere that comes with being in sales.”

When she isn’t busy at work, Alyse likes to golf and spend time with her friends and family.

She adds “I am excited to get my career started with Kareo!”



Tadd Dombart brings a degree in Finance to the Kareo medical billing software sales teamPrior to coming to Kareo, Tadd Dombart was at Butler University working with the Butler Business Accelerator (BBA).  The BBA is a consulting firm that deals with small to mid-level businesses around the Indianapolis area.

What Tadd enjoys about Kareo is the room for growth, the company atmosphere and the health industry.  He is really enjoying the “in depth training” provided at Kareo.

Tadd graduated from Butler University with a Bachelor of Science in Finance.  Much of his life revolves around the sports world, so he likes to spend his free time playing or watching sports.

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Medical Billing Software Update: How to Handle Medical Billing After a Zombie Apocalypse

May 23rd, 2011 by Joann Doan

Be prepared for medical billing after a zombie apocalypseSince the CDC has seen fit to advise us on how to prepare for a “Zombie Apocalypse” and maybe because I’m reading Stephen King’s post-apocalyptic novel “The Stand” (although no zombies have appeared in it – so far), I thought it only fair to address a burning question in medical billing: How to handle medical billing after a zombie apocalypse.

Sure, after an apocalypse most of us will be focused purely on survival, but life must go on. So in that case, you will need to be prepared. Here is our list of tips for how to handle medical billing even after a zombie apocalypse:

  1. Best reason ever to go web-based! When the zombies are roaming the streets, you don’t even have to go into the office since you can log in from anywhere. And when you find a location that’s zombie-free, you can easily relocate without having to move your servers, because your data is all safely stored and backed up for you on Kareo’s secure servers.
  2. Use software that’s easy to learn. When employees get eaten, you won’t have to wait for weeks while your new employees get up to speed on Kareo. Because Kareo is easy to learn and use, training time is greatly reduced. And if an employee in training gets eaten, you lose less time getting another one up to speed. I know it sounds harsh, but we have to be realistic here.
  3. Reduce or eliminate commutes for your employees so you lose as few as possible. By using web-based medical billing software that allows your employees to work from anywhere, you’ll reduce the possibility that your employees will be eaten on their way to work. Plus, when your employees can’t leave their homes because zombies are on the prowl, you’ll still have a productive workforce…in between zombie attacks.
  4. You’ll be seeing a lot of new types of injuries, so use software that has code-scrubbing. Do you know the code for having your brain eaten? Neither do I, but if you have code-scrubbing you can be sure that the claim will go through cleanly. With Kareo, your codes are scrubbed before you submit the claim, and again by our clearinghouses.
  5. Use free electronic medical records software to reduce the possibility of zombies hiding in your file room. You’ve been in there—who knows what could be hiding behind those files from 1972? You already hear the scary music playing in your head when you go in there, so why take chances? With the Kareo/Practice Fusion integration, you have free EMR integrated with your medical billing software. And no zombies hiding in the “Z” section of your files.

We hope this has been helpful, and wish you all the best of luck. Learn more about medical billing software that will make medical billing easy…zombies or no. And if you have additional suggestions about how to handle medical billing after a zombie apocalypse, please share them in the comments section below.

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Medical Billing Software Video Review Inspires Us: How Kareo Helps a Clinic and Interns

May 23rd, 2011 by Joann Doan

We are fortunate at Kareo to hear from our customers on a regular basis, and we particularly enjoy the videos we receive from our customers telling us how Kareo has helped them. But recently we received a video that particularly stood out, because it directly showed how we are helping patients and future billers.

The video below is from Lyne Landry, director of a mental health clinic in Guilford, CT. What makes it so important to us is the way she talks about how Kareo is helping her serve kids; if it weren’t for Kareo, she says, she wouldn’t be able to use the services of business school interns who handle her billing for her. Because of budget cuts, she needs the help of these interns in order to keep the clinic running. This is terrific, because it means that we’re not only helping the kids in the counseling program, but also the interns from the business school who are learning to be billers.

We hope you’ll watch and enjoy this excellent video.


If you would like to record a video for Kareo, please contact us at Marketing@Kareo.com

Learn more about how Kareo can make your medical billing easy.

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Streamline Your Medical Office: Web-Based Medical Billing Software Offers Free Integrated Electronic Medical Records

May 17th, 2011 by Joann Doan

Kareo offers an integration with Practice Fusion, the free EMR, that users call "seamless"Medical practices across the US have been conserving their resources during the last few years. But with the huge economic downturn pretty much behind us, physicians are reinvesting in their practices to increase operational efficiency and reduce expenses, and web-based medical billing software with integrated electronic medical records (EMR) is one way they are doing this. Kareo is a leading web-based medical billing software company that offers this powerful one-two combination – and even better, it’s free.

In years past, medical billing software and EMR software often needed to be purchased separately and stored on an in-office computer hard drive and dedicated server. The initial costs for this setup run well over $10,000 for an office with just two computer workstations, and annual software upgrades for billing software and EMR software can cost several thousands of dollars. However, many web-based medical billing software companies offer integrated EMR for much less, and you can use both systems with just a computer and a secure Internet connection. You and your employees can access your EMR system anytime, anywhere — even from home or your favorite coffee house.

EMR is the future, and the future is now.

Electronic medical records, also referred to as “electronic health records,” are used by many medical practices, hospitals, and insurance companies to keep track of patient information. The Centers for Disease Control and Prevention (CDC) reported that 41.5% of all medical practices in the US are using full or partial EMR systems, not including systems dedicated exclusively for billing. President Obama has been pushing for EMR ever since he took office. “To improve the quality of our healthcare while lowering its cost, we will make the immediate investments necessary to ensure that, within five years, all of America’s medical records are computerized,”  Obama said in 2009 during a speech at George Mason University. The American Recovery and Reinvestment Act (ARRA), which was introduced two years ago, includes funding to promote the acquisition and use of EMR systems by medical practices and hospitals alike.

44,000 reasons to start using EMR.

The Health Information Technology for Economic and Clinical Health Act (HITECH) is a key part of the ARRA that provides fantastic incentives to doctors who start using electronic medical records. Through the HITECH Act, every doctor who is using a certified EMR system as of this year (2011) is eligible to receive up to $44,000 in incentive payments from Medicare. Not surprisingly, this is motivating many doctors to incorporate EMR into their practices.

No more dealing with bulky patient files that consume office space.

As you know, the amount of paper medical records can increase to the point where you need multiple cabinets and/or extra office space to store them. In addition, having a massive amount of paper records also means more work for your employees, as they will need to spend time each day retrieving and filing charts. Lastly, paper medical records are at risk for loss or damage due to fire, flood damage or just being misfiled. With web-based EMR, this isn’t the case because all of your important patient information is stored securely on virtual servers.

The digital age of medical records means greater accuracy.

When you stop to think about it, the amount of paperwork that doctors are responsible for is truly astounding. Doctors take notes, write prescriptions and sign their names all day, every day, so it’s no wonder that their handwriting can be difficult to read. While it’s a longstanding joke that doctors write poorly, the potential consequences of this aren’t funny at all. Illegible patient records, progress notes and prescriptions can lead to medical errors and put patients’ lives at risk. Of course, this can also present a medical practice with serious legal issues.

With web-based EMR, all of your patient’s important health information can be entered easily and accurately on a desktop computer, laptop or wireless tablet. This helps improve patient care by preventing medical errors, prescription mistakes and unnecessary testing for second opinions, to name a few. Plus, web-based EMR allows patient records to be shared instantly between treating doctors. And more efficient and focused patient care can lead to better outcomes.

Pricing considerations: Traditional versus web-based EMR software.

The price for traditional EMR software can range anywhere from $2,000 to more than $50,000 depending on the number of providers. Installation and training are generally not included and will therefore require additional costs. For a more affordable and equally robust EMR system, look at web-based medical billing software companies that offer EMR as part of their services. You will be amazed at how cost-effective these two web-based technologies are, and how they can simplify every aspect of medical billing and medical records.  

Get the best of both worlds… for free!

Practice Fusion EMR, offered free with Kareo medical billing software, was voted the #1 EMRKareo goes the extra mile for its customers by offering them fully integrated EMR at no charge. That’s right, free EMR! When you sign up for one of Kareo’s subscription plans for just $149/month, you have the option of receiving a complimentary web-based EMR account with Practice Fusion, which was recently voted the number-one EMR system in customer satisfaction.

Web-based EMR can help improve your billing process.

Because web-based EMR allows you to input comprehensive and accurate patient data and notes, your medical coding and billing processes will improve dramatically. Accurate claims mean better collections and faster payment cycles. Kareo’s web-based medical billing software is an excellent option for your practice because its billing software works seamlessly with Practice Fusion’s EMR system.

Dr. Arthur Weinreb is a podiatrist and Kareo customer in New Rochelle, New York, whose practice is benefiting from this setup. “We recently switched to electronic health records through Practice Fusion, and from Practice Fusion we found the services of Kareo. We now submit our bills through Kareo, and our payments have been coming in very quickly,” said Dr. Weinreb.

Medical billing service owner Paul Bernard says of Kareo and Practice Fusion: The combination of those two make it in my mind one of the top platforms for the future.”Paul Bernard, owner of a medical billing service, said, “We assessed 7-8 medical billing software options. Far and away in terms of value, functionality and ease of use, Kareo was the best choice for us. I think Kareo as a platform in terms of connectivity and interface with Practice Fusion—the combination of those two make it in my mind one of the top platforms for the future.”

Start managing your patient files and billing better… today.

When you add web-based medical billing software with integrated EMR to your practice, you are taking your practice to the next level in terms of the way you enter and store important patient information. Web-based medical billing software with EMR can reduce your expenses and help improve your practice’s efficiency and productivity. This can have a positive effect on your bottom line and better position your practice for optimum growth and financial success.

Learn more about web-based medical billing software and EMR now.

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Welcome to Building Kareo, a weblog by the team at Kareo about our products, our partners & competitors, medical billing, healthcare information technology, and much more.


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