Time to Vote for the October Medical Billing Tip of the Month!

September 27th, 2012 by Joann Doan

We need you to judge our monthly Medical Billing Tip of the Month contest! Listed below are the three top tips submitted this month (out of the many great ideas we received!).  Just read them over and then post on our Facebook page which number is your choice for Medical Billing Tip of the Month. You can also post your choice in the Comments box here on our blog. Either way, be sure to vote before the deadline on Thursday, October 4th! The winner will receive a $250 American Express Gift Card and the acclaim of their peers.  Here are the candidates:

1.       How to increase Provider payment flow using KEY INDICATOR SUMMARY effectively.

Reports – > Key indicator -> Key indicator Summary – Fill date (01/01/12) to (08/31/2012). – Just click the REFRESH to run the report


  • The generated reports shows the total encounter, charges, Adjustments, Receipts & other from Jan 2012 – Aug 2012.
  • Just click, the charge total and you will see the list of CPT performed by the provider from Jan 2012 – Aug 2012 with the total billed amt.(Refer the below screen shot).
  • Here is the drill down of the charges.September Medical Billing Tips Charges
  • Go to Customize tab and select the “Measure type” as UNIT COUNT and generate the report.
  • Now the reports shows, the total count of each CPT performed by the provider from Jan 2012 – Aug 2012.
  • Generate the report into excel format such as “CPT, Total CPT count and add another column as “Medicare Allowable”.
  • Then update the Medicare allowable for each code by checking the Medicare fee schedule or Use V-look up formula.
  • Sort the Medicare allowable value from Descending order.
  • Once the Medicare allowable is updated in the list and again sort the report for the CPT in descending order.
  • By sorting it, you can find the provider most performing codes as well as highly paid Medicare allowable codes.
  • Now check the Top 25 CPT which has high Medicare allowable in the list.
  • If the Highly paid Medicare allowable (CPT count performed by Provider) is less, Escalate / submit the report to the Provider to perform those CPT’s constantly.
  • The report will helps the provider to perform more CPT which has high reimbursement.
  • The Cash flow of the provider will gradually increase month over month by using this report effectively.

This Kareo report is very useful for the Provider to compare his CPT performance month over month as well to increase the cash flow. The report will be very effective for the specialty based Provider.

 2. Integration of Claims from Practice Fusion to Kareo

Set up Insurance Companies and plans in Practice Fusion exactly the same way you set it up in Kareo.  In other words, you copy the insurance companies and plans from Kareo to the List of Payers in Practice Fusion by naming them exactly how you named them in Kareo.  In this way when you send your bills to Kareo, the insurance plan will merge with the Insurance Plan in Kareo, without creating a new one.

3. Check Codes
If we are entering more than one CPT codes we need to click “Check codes” option in Kareo.

Example- 1:
While entering 92980 and 92982 in Kareo then we need to check ” Check code”

September Medical Billing Tips Check Code

Example – 2:
While entering 98941 and 98940 in Kareo then we need to check ” Check code”

September Medical Billing Tips Check Code

In this case we do not enter this combination. Need to check with coding team and enter the correct CPT code as per coding guideline.   This system practice will avoid coding denials .Also the correct procedure code will get paid.

Last but not least, When We are entering multiple CPT codes, we use this option to confirm that we billed correctly.

September Medical Billing Tips Check Code

I hope this Tip will reduce the denials in your practices.  We will get reimbursement in the first time CPT code submissions.

Which tip is your top choice? Vote now on our Facebook page or in the Comments box on this blog. You have until Thursday,October 4th, to vote! We’ll announce the winner in our October newsletter.

Read More | 106 Comments | Filed in Events, Features

Susan G. Komen Race For the Cure – Team Go Kareo!

September 18th, 2012 by Joann Doan

Susan G. Komen Race For the Cure OCWe’re teaming up with Susan G. Komen again to Race for the Cure! Last year we were able to contribute close to $6k as a team, so we’re hoping we can reach the same goal this year.

We walk to help Susan G. Komen raise awareness, provide education about breast health and breast cancer and link people to the resources they need to deal with the diagnosis process.

Feel free to join the walk this Sunday!

Race Day Information:
Date: Sunday, September 23rd
Time: Team Go Kareo will be participating in the 9:45am 5k Run/Walk
Location: Fashion Island, Newport Beach Pacific Life Insurance

We have 5 days left to raise money for the walk! Let’s go team!

You can help us help the cause by visiting our Team Page.

You can follow our progress on social media: Facebook, Twitter and LinkedIn.

Team Go Kareo 2011

Team Kareo 2011

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HIPAA – Protected Health Information Breaches and How to Minimize Them

September 18th, 2012 by Joann Doan

Make sure your practice data is safe from HIPAA -Protected Health Information BreachesThe Health Insurance Portability and Accountability Act (HIPAA) was first enacted in 1996, and while the legislation has seen additions and changes since then, its federal protections have become a foundation upon which modern medical practices rely. But what happens when its protections are disregarded, and patient health information falls into the hands of unauthorized individuals?

A Breach of Protection

A breach is an impermissible use or disclosure of protected health information (PHI) that poses a significant risk of financial, reputational or other harm to the individual. When a HIPAA-covered entity such as a medical practice or insurance provider exposes PHI to persons or companies not authorized to view that information, it is a breach.

However, there are three HHS-authorized exceptions to the definition:

  1. Unintentional acquisition – If a workforce member, acting under the authority of a covered entity, views PHI unintentionally, it is not a breach.
  2. Inadvertent disclosure – When one authorized person inadvertently discloses PHI to another authorized person and both persons work for the same covered entity, it is not a breach.
  3. Information not retained – If a covered entity has a good faith belief that the unauthorized viewer of PHI is unable to retain the information disclosed, it is not a breach.

As a part of the American Recovery and Reinvestment Act, and as required by the Health Information Technology for Economic and Clinical Health Act, in August of 2009 HHS  issued regulations requiring that HIPAA-covered entities must provide notification of any breach of health information security. The regulations specified that notification must be made in written form by First Class Mail or email to the persons whose PHI was disclosed. In addition, if the covered entity disclosed PHI for more than 500 individuals, that entity must also notify the Secretary of HHS within 60 days of disclosure.

The Wall of Shame

Here is where it gets interesting. Among other enforcement actions, HHS posts breaches of PHI that exceed 500 individuals on a web page that many call the “Wall of Shame.” As of this writing, the posted list includes 108 covered entities whose PHI disclosures range from 501 records, disclosed by the Alaska Department of Health and Social Services, to 1,220,000 records, disclosed by AvMed, Inc. of Florida.

Categories of breach range from computer theft to incorrect mailing of postcards. The largest categories of disclosure are due to theft of desktop computers, laptops and portable electronic devices, accounting for over 50% of the disclosures posted on the HHS page. Unauthorized access to or theft of network servers accounts for another 9% of the disclosures.

Kareo Protection

While many electronic billing software systems still utilize network servers, desktop and even laptop computers, Kareo is cloud-based software. That means that your PHI is never stored on a local machine that is subject to theft. With Kareo, your data is always protected off-site by professionals who make your security their business. While we can’t prevent every disclosure – 22% of disclosures are due to unauthorized access to or theft of paper records – using Kareo’s secure, cloud-based software can help your practice stay off the Wall of Shame.

Learn more about how Kareo can protect your practice and your practice revenue.

Read More | No Comments | Filed in Features, Product

September Release: Managing Your Kareo Accounts Just Got Easier!

September 17th, 2012 by Joann Doan

In Kareo’s latest release, two primary enhancements were implemented. First, we made it easier to manage your Kareo user account, permissions, and roles – making it faster and more intuitive to make access level changes. Secondly, we made it easier for you to see your Kareo billing and payment history with an online account billing history option.

Take a few minutes to become familiar with these enhancements.

User Account Improvements

Many of our customers have asked for easier ways to manage current users, segment older deactivated users, and manage roles of each user more effectively. To address these concerns and make it easier to setup and manage user accounts and permissions, we’ve made the following changes:

  • Simplified the menu option to be just “User Account” from the Settings menu
  • Added user categories of Active and Inactive users.
  • Provided help articles to give users quick tools to help administrative users understand permissions.
  • Enhanced the username philosophy to allow both an email and non-email username.

We made it easier to manage your Kareo user account, permissions, and roles – making it faster and more intuitive to make access level changes.

The most noticeable change is within the permissions area. Permissions are grouped by administrative or custom. For users with custom permissions, a full access grid by features will display. Within the feature access grid, changes to access levels can be quickly made across all areas of the system. Feature access will be defaulted based upon the role of the user (i.e. biller or medical office user). The roles help make it more flexible to set permissions by the type of role within the practice and then quickly make specific changes to access level by feature.

The changes made to the User Account area reflect common software industry best practices for managing users. Take a few minutes to familiarize yourself with the new features and look at your existing users to see how the new permissions have been applied to your current user settings.

For more training and additional User Account settings, see the training articles and video on the Help Center.

Kareo Billing & Payment History

A convenient online account billing history feature has been added to the My Account section in the Kareo Help Center. Once you login to your account, you’ll notice the new Current Bill & Payment History option. From this area, you are now able to:

  • View your Kareo subscription charges for the current month.
  • Verify your payment information.
  • View and download past invoices.

Other Fixes

Below are a few additional tweaks made in Kareo for the September release:

  • Automated Appointment Reminders – the telephone message informing patients of their appointments now repeats
  • Claim Rejection Fix – Billing and rendering provider NPI cannot be the same value
  • Claim Rejection Fix – Claim Frequency Code Is Missing or Invalid
  • Claim Rejection Fix – Subscriber Primary ID# Is Missing/Invalid/Cannot equal Group Number Field
  • Timeblock Calendar corrected for errors beginning October 22nd
  • “Rendering Provider Name” loop not populating on electronic claims
  • Removing patient from an Insurance payment changes the claim status from Pending to Denied
  • Fixed login error if A/R Balance and Receipts are too large
  • Unable to use submit reason 6 – “Corrected Claim” when secondary insurance is medicaid
  • Encounter Details- Changing Scheduling Provider changes Rendering Provider
  • Encounter Form – Diagnoses codes not printing on form
  • Place of Service being marked as 11 when settings are 12
  • Encounter POS is ‘None’ when the Patient has no default Service Location
  • Units on paper claims printing without decimals
  • Updated logic to handle in-office partial payments using Patient Payment Services (Instamed)
  • Corrected discrepancy in the transactions between Patient Account and Claim Detail
  • “Submit Reason” on New Encounter Screen Should Not Default to “6-corrected claim” for New Encounters
  • Error when opening Insurance Collections Detail Report
  • Claims not auto-settling when full charge has been posted and paid
  • CPT 5-digit restriction prevents billing to Nursing facilities

Help Center Updates

How-To Articles

Updates were made to a hand-full of How-to Articles including:

  • Categories
  • Encounter Forms
  • Practice Options
  • Capitated Accounts
  • Documents
  • Security Policy Options
  • User Accounts
  • Tasks

How-to Videos

  • User Account

At Kareo, we continue working hard to make medical billing easy for you. Customer feedback drives our service and ensures we build the features that matter most to people like you, so your input is critical to us. Please submit your suggestions, challenges and ideas for our next release here – Give Feedback.

Read More | No Comments | Filed in Features, Product, Releases

September Issue of the Kareo Getting Paid Newsletter Explains How to Improve Patient Collections, More

September 11th, 2012 by Joann Doan

The September issue of the Kareo Getting Paid newsletter, out this week, features great articles on improving your patient collections and much more. Take a minute to review these useful articles and also be sure to subscribe to the newsletter so you receive it in your inbox automatically. The articles featured include:

The September issue of the Kareo Getting Paid newsletter, out this week, features great articles on improving your patient collections and much more.

In This Issue / September 2012

Seven Ways to Improve Your Patient Collections

The latest issue of the Kareo Getting Paid newsletter features articles on how to improve your patient collections

By Betsy Nicoletti, M.S., CPC

Patients’ higher deductibles and out of pocket costs shift the burden from insurance to patient due collections. Here are seven key steps to improve your patient collections…

Read more

Complimentary Webinar: Improving Your Bottom Line Through Patient Collections

Join expert Donna Weinstock for the next Kareo webinar on improving your patient collectionsTuesday, September 25, 2012
1:00 PM EDT/10:00 AM PDT
Speaker: Donna Weinstock

Register Now

Join expert Donna Weinstock as she explains:
• Ways to ask for money when the patient is in the office
• The importance of having a financial policy
• The value of collecting deposits on the front end
• Collecting deductibles at the time of service
• And much more

By Laurie Morgan

If your practice hasn’t mastered collecting patient payments at the time of service and you’ve come to consider the financial impacts tolerable “for the moment,” you should consider several other negative effects…

Read more

Find Out How to Streamline Your Medical Billing in a Kareo Demo Webinar

Learn how Kareo medical billing software can help streamline your medical billingLearn how Kareo medical billing software will make medical billing easy for you as you improve your profitability:

Save money — affordable monthly fee subscription that INCLUDES clearinghouse fees
Increase collections from patients with online bill pay and e-statements.
● and much more…

Read more

Medical Billing Tip of the Month

Control the Top 10 Internal & External Denials Using the Denial Summary Report

By Henry Richards
EccoHealth LLC

Case Studies 

Kareo customer Ashley Wagner discusses how Kareo medical billing software has helped her practice“Kareo has freed me up to see more patients and grow my practice.”
Dr. Ashley Wagner, DC
AL Wagner Family Chiropractic PC

Medical billing service owner Rosemary Bonilla talks about how Kareo medical billing software has helped her business“Kareo has cut my work load by 50% and increased our collections by 50%. When our clients are happy, we’re happy.”
Rosemary Bonilla
Innovative American Medical Billing, PC

Top News & Ideas from Industry

Time to Leapfrog Over the Debate, Into an ICD-10 Transition Plan

Carl Natale, ICD-10 Watch, August 31, 2012
In a way, the final rule on the Oct. 1, 2014, deadline for  ICD-10 compliance didn’t change anything. In the spirit of moving on, here’s a round up of what is being said about making ICD-10 implementation a reality…

Go to Article 

Doctors Can’t Challenge Medicare Audits, Appeals Court Rules

Alicia Gallegos, Amednews, September 10, 2012
Health professionals cannot challenge auditors’ decisions to review Medicare claims that are more than a year old, the 9th U.S. Circuit Court of Appeals has ruled…

Go to Article

Practices Concerned Over ICD-10 Switchover, Survey Says

Erin McCann, Healthcare IT News, September 5, 2012
Medical practices nationwide have expressed worry regarding the impact of an ICD-10 switchover, according to a recent survey…

Go to Article

Latest Ractrac Survey Shows Soaring Denials

Kelsey Brimmer, Healthcare Finance News, September 4, 2012
According to the latest RACTrac survey, Medicare recovery auditors (RAC)-related denials in the second quarter of 2012 soared upwards by 24 percent from the first quarter of 2012…

Go to Article 

EHR Standards Get Tougher Under Finalized Meaningful Use Stage 2

Charles Fiegl, Amednews, September 3, 2012
Starting as early as 2014, physician practices will be required to achieve more difficult objectives to demonstrate meaningful use of electronic health records to earn federal bonuses and prevent future penalties…

Go to Article 

California Sues Plastic Surgeon for Aggressive Billing Tactics

Heather Linder, Becker’s ASC Review, September 5, 2012
California has filed suit against a South Pasadena plastic surgeon for her aggressive billing tactics, according to the Los Angeles Times…

Go to Article

SGR Repeal Cost Estimate Drops to $245 Billion

Charles Fiegl, Amednews, August 30, 2012
Reduced projected Medicare spending for the next decade has lowered the estimated cost of repealing Medicare’s sustainable growth rate formula that helps determine physician pay…

Go to Article

HIPAA Health Plan Identifier Rule Should Increase Standardization, Billing Efficiency

Heather Linder, Becker’s ASC Review, August 28, 2012
The Department of Health and Human Services announced a rule establishing a health plan identifier to increase standardization for HIPAA transactions and billing efficiency, according to GovernmentHealthIT…

Go to Article

How to Bill for Screening and Treating Obesity in Adults

Victoria Stagg Elliott, Amednews, September 3, 2012
Even when patients are willing and able to enter treatment for obesity, primary care physicians have not always gotten paid for the screening and treatment…

Go to Article

Selecting the Right E&M Codes at Your Medical Practice

Raemarie Jimenez, CPC, AAPC News, August 29, 2012
The focus on educating providers and coders on the selection of evaluation and management (E&M) services has increased over the years due to numerous factors, including…

Go to Article

We hope you enjoy this issue of the newsletter. Be sure to subscribe now to the Kareo Getting Paid newsletter in order to insure you receive future issues.

Read More | No Comments | Filed in Company, Events

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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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