Cloud-Based Medical Billing Software Simplifies Disaster Recovery

October 31st, 2012 by Kareo

Cloud Computing Medical Billing

One of the big differences between hosting your own software on an onsite server and working with cloud-based medical billing software like Kareo is disaster recovery.

In the old host-it-yourself model, you are responsible for creating a back-up plan. You either need to set-up offsite backup with another service provider or you have to back-up your data regularly and store it somewhere safe. In other words, it’s up to you and you may not be able to access your data quickly if a disaster like a flood or fire hits your practice. You have to wait for a new setup of software, workstation, and server to get going again. And according to IBM, if you are using an offsite company and uploading your backups, it can take 72 hours to get tapes of your data delivered. You may have a significant and costly disruption to your workflow.

With cloud computing, all of these issues are resolved. Your medical billing software data lives safely in a virtual location. If a disaster hits, you can still access your software and data from any Internet-enabled computer. You can contact patients to reschedule appointments and continue processing claims with no disruption to workflow despite your physical location being closed. And, it all happens without the need for you to remember to back-up your data or pay a service to do it for you.

More than 50% of businesses that need data recovery say it’s as a result of a weather event. As we have seen this year, natural disasters can truly strike anywhere. Are you prepared? Find out more about the benefits of cloud computing here.

Read More | No Comments | Filed in Features, Product

November Agenda

October 30th, 2012 by Joann Doan

November is a busy conference month for Kareo! We’ll be in Ohio, San Franciso and Boston for the Content Marketing World Health Summit, Practice Fusion Connect and Pri-Med East.  We hope to see some of you there!

Health Summit Conference First, Kareo staff will be attending the CM World Health Summit in Cleveland, Ohio for a content marketing conference dedicated to the healthcare industry.  It’s a great place to network with       other brands and companies that are eager to learn about how to attract and retain customers in the healthcare industry by creating valuable and interesting content.  There will be a number of featured speakers including:

- Joe Pulizzi, Content Marketing Institute
- Ahava Leibtag, AHA Media Group
- Lee Aase, Mayo Clinic
- Chris Seper, MedCity Media and more!

The Health Summit will be at Cleveland Mariott from 11/07 – 11/08.  We’ll be updating on Kareo’s Twitter with the hashtag #cmworld


Kareo will be exhibiting at Practice Fusion Connect in San Francisco on Thursday, November 8th, 2012.  PF Connect will be a full day of learning, networking and seeing previews of future features.  It’s Practice Fusion’s 3rd Annual conference and we’re looking forward to being a part of such an interactive event! The user conference will be held at Fort Mason Center on 11/8th from 10am – 5pm.  Here’s a nice surprise for all attendees: Dr. Oz is one of the speakers!

Furthermore, attendees have the opportunity to get the most extensive EHR training right at their fingertips.  Some session topics include:

- Become an EHR Superstar with Michele Hellwig and Cindi Biedermann
- Meaningful Use – What’s It All About? with Meaningful Use expert Naushad Godrej
- Online Marketing for Your Practice with Google’s Head of Industry of Health Services, Lisa Duncan

Be sure to follow Kareo on Facebook for updates at Practice Fusion Connect.  See everyone there!


Kareo’s last stop will be in Boston! We’ll be exhibiting at Pri-Med East at booth #624.  We’ve exhibited at other Pri-Med shows and it’s always an exciting place to be.  Keynotes for this show include:

- Holly Atkinson MD
- Josko Silobrcic MD , MPH , MS
- Sanjiv Chopra MD, MACP
- Mark Aronson MD, MACP

We will be doing surveys at our booth so feel free to swing by booth #624; we’d love to get your insights and feedback.  Looking forward to seeing everyone in Boston! We’ll be updating on social media so be sure to connect with us!

Read More | No Comments | Filed in Conferences, Events, Tradeshows

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

October 29th, 2012 by Joann Doan

It’s that time again! 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 November 1st! The winner will receive a $250 American Express Gift Card and the acclaim of their peers. Here are the candidates:

1. Wait for the Money

Some carriers have a bad habit of sending EOB’s separate from the actual check (Illinois Medicaid is Brutal).  Many of my newer colleagues see the EOB as paid and start entering the payment info.  Wrong!!!

This will hurt the biller at times.  Some carriers distance their EOB’s and the actual payments by almost 6 months and rarely by even a year.  You don’t want to enter payments from just the EOB’s.  Make sure the payment actually came in.  There is a chance that a paper check may have gotten lost in the mail, and since it’s marked as payed, one would never think of going back to check.

I always wait until I have both the EOB and the Payment itself before posting payment, and I suggest you do the same.


2. Lower A/R by 5%

When I started at my practice our A/R was very high (about 36%).  With a lot of hard work and dedication I have been able to lower our A/R to an outstanding 5%.  How did I do this? I will give you a step by step guide to my billing world.

- Upon arrival from the patient, we have them fill out an insurance verification sheet which will explain in detail what their policy will cover and what balance, if any, the patient will liable for.  This gives them the understanding of what they will owe and helps to collect the balance that will be do up front.

- Next, we verify that the patients demographics and insurance information is properly entered into the system.  Once the charges are verified, and notes are completed, we will bill this charges to the insurance.  I wait about 15 days and then follow up with the insurance companies to confirm they received the claim and are processing it.  This helps to ensure I won’t receive any claim denials or no response.

- One I receive the payment I quickly post it and either send the patient their statement or bill there additional insurances.  Following this process has made my billing very neat, efficient, organized and almost error proof!


3. Creating Cases for Authorization

In Psychiatry specialty, most of the procedure codes would require Authorization, especially from Medicaid, Sierra and Amerigroup insurances. There is an option in Kareo to update the Authorization information alright, but a little more enhancement that I described below will ease the process of submitting the claims with appropriate authorization without any hindrance.

- Create separate cases for each CPT code that require authorization. For eg., if a patient has CPTs 90806 and 90847, we can create 2 separate cases with the names “90806″ and “90847″

- Whenever a service is performed, it can be entered into their respective cases. In cases where a patient has a month-over-month policy, the case can be named with a suffix, for eg., “90806 – Medicaid”, “90847 – Sierra” and so on

- This will actually eliminate assigning an incorrect authorization# for a CPT

-Also, when a “Patient Insurance Authorization” report is generated, this will give a clear picture of which auth# is valid for which CPT.


Which tip is your top choice? Vote now on our Facebook page or in the Comments box on this blog. You have until Thursday, November 1st, to vote! We’ll announce the winner in our November newsletter.


Read More | 22 Comments | Filed in Billing Tip of The Month, Events, Features

Small Practice Insights from MGMA Conference

October 25th, 2012 by Terry E. Douglas Jr.



The MGMA conference wrapped up yesterday.  Kareo staff spent the week attending sessions and talking to a practice managers because we are always looking for real-time insight into what small practices need.  Here are a few of our key take-a-ways:

  •  It’s no surprise that people are talking about reimbursement—the environment is changing and it’s hard for both large and small practices to keep up.
  •  Your resources are limited, and what you can do often comes down to time and money. So, you want solutions that save time and make routine tasks easier and faster.
  •  You’re looking for technology that acts like an extra employee by helping to reduce the burden on your existing staff.
  •  And, you want a software vendor that is going to work for your business. You see subscription-based pricing as a guarantee that your vendor is going to work hard to keep you happy by providing great customer service and offering regular new releases and updates along with other tools to better manage your business.

We are excited because this is exactly what Kareo is doing every day.  I especially liked the technology acts as an extra employee comment.  That’s what I call highly productive and cheap labor!

Read More | No Comments | Filed in Events, Uncategorized

What Are You Spending on Patient Eligibility? Check Your Phone Bill

October 25th, 2012 by Kareo

What in the world do Kareo and your phone bill have do with each other? That’s a good question and we have a good answer – patient eligibility.

Have you ever wondered how much time you or your staff spend talking with insurance companies verifying patient eligibility (or waiting on hold)? Your phone bill might provide the answer. Try the quick analysis below and see what you find:

  • On your itemized statement, find the phone numbers to your most common payers.
  • Add up the total minutes spent on the phone with those companies.
  • Then, take the average hourly wage for whoever makes the calls and calculate how many real dollars you are spending on that task.
  • Take it one step further and add about 17% for taxes and fringe benefits.

Got your total? What if you could virtually eliminate that cost? If you are in the habit of using the “Check Eligibility” button in your Kareo medical billing software, and you are on the Kareo complete or plus plans, you are already saving that time and money.

If you haven’t gotten around to checking eligibility electronically yet, now you know how much you could be saving – just in staff time! Want to know more about how easy it is and how it can help you save time and money while increasing revenue? Check out this quick eligibility verification video demo or call 1-888-775-2736 to talk to a sales representative today.

Reduce the cost to verify patient eligibility

Read More | No Comments | Filed in Features, Product

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