Using Kareo to Manage Patient A/R

December 31st, 2013 by Kareo

By Kathy Young


2014 is going to be a year of adventure for those of us in medical billing. It might not be eating bugs and climbing mountains but there will certainly be ups and downs.  We have changes in the Medicare Fee Schedule (both increases and decreases) and then we have added costs and challenges like ICD-10 along with healthcare reform. It feels like a disaster waiting to happen. We need to do something beyond shoot, ready, aim. One of my top suggestions is that we keep our patient A/R down as low as possible. Kareo has created some new tools to use like the patient payments online with a fee that is very reasonable.

One thing everyone should do to manage patient payments is to mandate payment at the front desk before the services are performed. Kareo can help you with that too. Utilize the eligibility check for most of your large carriers. You can check eligibility and find out what the copay and deductible are. You will know how much to collect from the patient–at least for the copay. But, some of your billing will go to deductibles and you may want to wait until you hear from the carrier in the EOB. That does delay payment and it can cause  a backup in your patient aging. This aging can become large and seemingly unmanageable. In our office we created a procedure that really has helped us to manage our patient aging better.

We set up collection categories. This helps us to place each patient in the category that is appropriate to what we have done on that account. We have categories as follows:

  1. Current
  2. Automated Payment Reminder
  3. 3 Delinquency Letter
  4. Phone Call
  5. Final Phone Call
  6. Payment Plan
  7. Payment Promised

You may have others that you would like to add to your Kareo system. You can do this in Settings>other lists>New Collection Category. Move your patients into this category. You can do this easily by going to the patient and at the bottom of the screen is ‘change collection category’. When you click that option you will have a pull down bar and you can select the new category that you created. This then becomes a reportable feature in your reports.

What is awesome about the report once you have set it up this way is that your patients are now categorized and instead of just being a glob of patients, you can show see the patients you have worked and where they are in your calling system. You will know what patients are moving ever closer to collections.

Certainly we can all dream of no patient A/R. But when you wake up from that dream, you realize you will need to work the patient receivables. While this plan does not save you from having to make ‘the call’ to the patient, it certainly will help you manage your patient collections and manage your accountability to your providers.

For more great tips on how to make the most of your Kareo software, check out Kathy’s last post, Manage Your Rejections More Effectively in Kareo.

About the Author


Kathleen Young is the CEO and co-founder of Resolutions Billing & Consulting, Inc., which was founded in 2003. Kathleen is also the owner of Healthcare Chart Audits, which offers auditing to physicians and attorneys. Kathleen has been in healthcare since 1989 and has worked for physicians, large corporations and three billing companies. Kathleen is a CPC and a CPMA with the American Academy of Professional Coders and speaks to many groups on coding, billing, and auditing.

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Demandforce Postcards Now Available for Optometry and Ophthalmology

December 18th, 2013 by Kareo

You can increase your visits with patient recall postcards!

Demandforce, a Kareo Marketplace partner, is now offering customizable and automated postcards for optometry and ophthalmology practices that help you reach all of your offline patients and bring them back to your office.

Demandforce postcards are built to be:

  • Eye-catching. The Demandforce designers have spent lots of time coming up with a modern, fresh look that’s sure to get your patients’ attention. Plus, their postcards are 6”x9”, so your message will stand out from the clutter.
  • Automated. Demandforce takes each practice’s customized settings along with postcard-specific settings to automatically determine which of your patients should receive postcards each month. No more manually pulling lists!
  • Configurable. Choose from a gallery of front images, customize the message on the back of your card, choose a 5-star review to include, and decide if you want to include an offer or your own logo. The Demandforce system will make sure the cards are personalized for each individual patient.
  • Affordable. Demandforce postcards are only $0.79 for each card sent, including postage.

Demandforce and Kareo integration

Demandforce is an automated marketing and patient communication solution that integrates with your Kareo Practice Management (PM) software to help you reach your entire patient base to get them back in your practice more often! These recall postcards are just one of the many ways.

Find out more about how Demandforce can simplify and streamline patient communication today. Visit to request a personal demonstration.


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Free Webinar: Getting Paid in 2014 – What You Need to Know

December 16th, 2013 by Kareo

Getting Paid in 2014: What You Need to Know
Wednesday, December 18
1:00 PM ET, 10:00 AM PT

Register now for Getting Paid in 2014 with Elizabeth Woodcock

Are you wondering how healthcare reform, ICD-10 and the government’s new value-based modifier will affect your practice’s medical billing in 2014? This is no time to go into retreat mode. In this high-energy educational webinar, national speaker and author Elizabeth Woodcock highlights the key changes in payment for practices in 2014.

Take this webinar’s tactics back to your practice to improve your bottom line in 2014. You’ll come away from this event:

  • Knowing more about the impact of the Affordable Care Act on your practice
  • With an overview the new CPT codes that will go into effect in 2014, as well as ICD-10
  • Aware of the reimbursement changes to the 2014 Medicare Physician Fee Schedule
  • Having some ground rules for participating in the government’s incentive programs for 2014

Who Should Attend? Practice owners and managers, billing managers and billers, and anyone else interested in making sure that your practice gets paid what it’s owed in 2014!

Join the conversation today!  You don’t want to miss this.

Register now for Getting Paid in 2014 with Elizabeth Woodcock

About the Speaker

Register for Getting Paid in 2014 with Elizabeth Woodcock

Elizabeth Woodcock, MBA, FACMPE, CPC is a professional speaker, trainer and author specializing in medical practice management. She has focused on medical practice operations and revenue cycle management for more than 20 years.

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Relax and Enjoy the Holidays with Kareo!

December 12th, 2013 by Kareo

Kareo Wishes You a Happy and Successful 2014!

Play Kareo holiday olympics

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Get Ready for 2014 with Latest Kareo Newsletter

December 10th, 2013 by Kareo

The December edition of the Getting Paid Newsletter is packed with information that can help you get ready for 2014. The newsletter also provides a chance to catch up on some interesting industry news, get medical billing tips, and find out how you could win for connecting with Kareo on social media channels. You’ll discover more about how to register for our upcoming free educational webinar, Getting Paid in 2014: What You Need to Know presented by Elizabeth Woodcock. Read all this and more now!

Kareo medical billing tips

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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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