Check Out Great EHR and Billing Tips in June Newsletter

June 12th, 2013 by Kareo

The June edition of the Getting Paid Newsletter is packed with information about EHR implementation, HIPAA compliance, and improving your medical billing. Check out advice from Ron Sterling, an EHR expert, on how to improve use of EHR in your small practice along with guidance on HIPAA Omnibus and improving the collection of co-pays. Ron Sterling is also our monthly webinar speaker in June. He’ll dig deeper into how to to prepare for and maximize use of your EHR. And, find out how you can become a fan on Facebook and win $150 or refer a friend to Kareo and you might win an iPad. Read all this and more now!

EHR and medical tips from Kareo

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HIPAA Version 5010 Compliance: Kareo Users Are Ready, Are You?

June 21st, 2012 by Joann Doan

The 5010 compliance delay ends June 30, and all practices must be using the new format as of July 1The Centers for Medicare and Medicaid Services’ (CMS) HIPAA 5010 deadline extension has given us time, but now the extension is over. On June 30, the CMS enforcement delay ends. As of July 1, you’ll need to know that your claims are processing accurately and efficiently. Even though CMS has delayed the 5010 compliance deadline twice now, the Office of E-health Standards and Services (OESS) retains discretionary authority over enforcement. We can’t expect another deadline extension.

Progress, Yes, But How Much?

After announcing the latest delay on March 15, CMS reported that health plans, clearinghouses, providers and software vendors were making steady progress in the implementation of the Version 5010 format. At the time of the release, the Medicare Fee-For-Service (MFFS) program was reporting 70% of its Part A claims and 90% of its Part B claims were successfully received in 5010. Commercial plans were reporting similar success, but how much progress has been made since CMS’ announcement? Is your organization ready?

Kareo 5010 Support Ahead of the Curve

At the beginning of this year, as noted in CMS’ comment about software vendors, Kareo began using HIPAA Version 5010. All Kareo medical billing software products, from our entry-level Kareo Basic to the full-featured Kareo Max are successfully submitting claims in the new format. In fact, in Nov/Dec of 2011, anticipating the previous deadline, Kareo offered a 5-page compliance checklist so that current Kareo users could prepare their data for the deadline. These handy, step-by-step instructions helped Kareo customers ensure that their practices would avoid claim rejections and minimize errors.

Kareo’s Steps to 5010 Compliance

Despite the CMS enforcement delay to June 30, Kareo is sending 100% of its claims transactions to its clearinghouses in the Version 5010 format, and these claims are processing without 5010 format-based rejections. In order for Kareo users to utilize the 5010-compliant features, several data updates should have been performed:

  • Data fields for practice, provider, and service location addresses should be updated from the 5-digit format to the 9-digit format
  • All addresses using Post Office Boxes must be updated to physical addresses
  • Practices that receive payments to PO Boxes or lock boxes must update to physical addresses

For additional information, watch Mel Aclaro’s informative step-by-step videos on how to make these changes. Visit this page to find out more about what Kareo has done to be 5010-compliant and to find exhaustive resources for your 5010 questions.

Enhanced Products, Enhanced Support

All of this really begs the question, is your medical billing software HIPAA Version 5010-compliant? Can you test your 5010 compliance now, and know that on June 30 your claims will not be delayed or rejected? Kareo’s seamless implementation of Version 5010 is just one more example of our ongoing, behind-the-scenes updates to our products. Over the last year we’ve continued to improve Kareo’s value by adding enhanced claim and code scrubbing, automatic phone call reminders, enhanced audit logs, simplified setup wizards, new setup checklists and more.

If you haven’t considered Kareo, isn’t now the time? Join us for a live demo webinar on Tuesday, June 26, to hear how Kareo can streamline your medical billing. Register now.

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Hot Off the Presses: Kareo Getting Paid Newsletter for February Addresses Practice Profitability Questions

February 7th, 2012 by Joann Doan

The February issue of the Kareo Getting Paid newsletter just went out this morning, and it featured a variety of articles you will want to review in order to improve your practice profitability. Also, be sure to subscribe to the newsletter so you receive it in your inbox automatically. The articles featured included:

Read the latest news and ideas on improving practice profitability in the Kareo Getting Paid newsletter


Latest from Kareo

Preventive Services: How Practices Can Benefit from the Mandate

By Betsy Nicoletti, M.S., CPC

Betsy Nicoletti discusses how physician practices can benefit from the preventive services mandateNo co-pay and no deductible for preventive services? Great news!  Not all of your patients will have this coverage, of course, but one of the regulations in the health care reform bill mandated that groups which renew their coverage after September 2010 include first dollar coverage for preventive services that have an A or B rating from the US Preventive Task Force.  How can physician practices benefit from this?   Read More

Optimizing Office Visits for Preventive Services

Thursday, February 23, 2012
1:00 PM EST/10:00 AM PST
Speaker: Betsy Nicoletti, M.S., CPC

Betsy Nicoletti will review how to best manage preventive services to maximize revenue appropriately in this complimentary webinarPreventive services are becoming more important to medical practices’ profitability, especially with Medicare coverage of the Annual Wellness Visit. Does your practice know how to best manage preventive services to maximize revenue appropriately?

This webinar will describe key strategies including:
• The importance of benefit verification prior to services
• Using modifier 33 to prevent denials and patient co-pays for covered preventive services
Coding preventive services for commercial patients and Medicare patients
Reporting other services provided at an annual exam
• And much more

Register Now!

ICD-10 Training Camp: A Closer Look at the New Guys in Town

By Nancy Maguire, ACS, PCS, FCS, HCS-D, CRT

I guess people are nervous about ICD-10 codes because the thought of alphanumeric codes and 7 characters is a far cry from ICD-9 numerical three to five digit codes.  Actually, there is a lot more to these codes.  Detailed description of body parts will require detailed documentation by the provider.  For example… Read More

Best Practices: A Benchmark Practice Review Can Help You Evaluate Your Practice’s Health

By Laurie Morgan

In a tough economy, with rising costs and increasing patient responsibility for payments, you might find your practice is less profitable than it was even a few years ago. But, even if profits are holding steady, it’s a good idea to compare your practice against top performers to identify any weak spots. Benchmarks are the tool that helps you do it… Read More

5 Patient Service Benefits from an EHR

By Ron Sterling

One of the key challenges in EHR selection and implementation is accommodating and managing patient service needs.  In many cases, practices focus on the charting of patient visits by the doctor, but do not adequately consider the follow-through on patient issues… Read More

4 EHR Technology Issues that Billing Services Can Help Clients With

By Ron Sterling

EHRs require a higher level of reliability and present a more complex technical challenge to your physician practice clients.  Unfortunately, many practices fail to correctly analyze their situation and design technology strategies that will support a successful EHR effort… Read More

MGMA Requests Extension of 5010 Enforcement Delay, Cites Problems Encountered by Physician Practices

By Kathy McCoy

Medical Group Management Association (MGMA) President and CEO Susan Turney has called for another delay on 5010 enforcement in a letter to HHS Secretary Kathleen Sebelius, stating that “Medical practices throughout the nation are experiencing significant challenges” implementing the mandated conversion… Read More

Case Study

“I have never worked before on a medical billing software that was this user-friendly!”

Michelle Busey, Dimitri Golfinopoulos, DO, PA

Michelle Busey says, "“I have never worked before on a medical billing software that was this user-friendly!” in this video about Kareo medical billing softwareHave you ever worked with a software program that seemed almost too easy to use? Michelle Busey has—it’s how she describes her experience after a year of using Kareo… Read More 


Case Study

“Kareo was the best decision we ever made.”

Tracy Bowers, Med-Bill

Medical billing service owner Tracy Bowers says, “Kareo was the best decision we ever made.”For Tracy Bowers, moving to a new medical billing software seemed so intimidating, she put it off until it was no longer an option. Her company was doing a brisk business but her software could not keep up… Read More


Billing Tip of the Month

Review Your Fee Schedule Yearly

Tammy Chidester, CPC, CPMA, CEMC, PCS, MERA Consulting

Are you leaving money on the table that could be in your pocket? Do you review your fee schedule yearly? If not, chances are you are not collecting as much reimbursement as you could be. Under-priced fees can cost a practice thousands of dollars every year… Read More

Top News and Ideas from Industry

AMA Calls on Congress to Block ICD-10 Mandate on Doctors

Charles Fiegl, Amednews, Feb. 6, 2012

Citing high implementation costs and coinciding federal mandates, the American Medical Association has urged House Speaker John Boehner (R, Ohio) to stop the switch to the new diagnosis coding sets known as ICD-10… Read More

AMA, AHIMA at Odds on ICD-10

Diana Manos, Healthcare IT News, Feb. 2, 2012

While the American Medical Association (AMA) is calling for a halt to ICD-10, the American Health Information Management Association (AHIMA) is countering by urging all to stay the course toward the Oct. 1, 2013 deadline… Read More

Medicare Intensifying Documentation Reviews Before Payment

Charles Fiegl, Amednews, Jan. 16, 2012

High error rates on claims for certain hospital services has led the Medicare contractor covering Florida to propose withholding payment for certain cardiology and orthopedic procedures until the payer has had the chance to review physician documentation… Read More

Providers Must Agree to EFT for Medicare Payment

AAPC News, Jan. 27, 2012

Providers and suppliers have until March 31 to comply with the new Health Insurance Portability and Accountability Act (HIPAA) transaction standards for submitting claims electronically, and can even opt out and continue to submit paper-based claims if they so choose. If they want to get paid, however, they’ll have to accept the wave of the future… Read More

Free Preventive Visit Can End in Sticker Shock for Patients

Victoria Stagg Elliott, Amednews, Jan. 23, 2012

Physicians are advised to communicate clearly with patients about what happens to bills when a preventive visit results in the need for acute care… Read More

HCPCS Quarterly Update Adds, Deletes Codes

AAPC News, Jan. 27, 2012

A new list of “other” HCPCS Level II codes and modifiers to be added or removed for the second quarter of 2012 is now posted on the Centers for Medicare & Medicaid Services (CMS) website. CMS is deleting two modifiers added just two years ago… Read More

MACs Update LCDs for 2012

AAPC News, Jan.  27, 2012

Medicare administrative contractors (MACs) are fervently updating their local coverage determinations (LCDs) to coincide with 2012 coding changes brought forth by the American Medical Association (AMA) and the Centers for Medicare & Medicaid Services (CMS)… Read More

Several Postponements Benefit Practices

AAPC News, Jan.  25, 2012

When President Obama signed into law legislation to temporarily prevent the scheduled Medicare sustainable growth rate (SGR)-related payment cut, he also extended a number of other “expiring provisions” affecting your practices… Read More

Why Meaningful Use and ICD-10 Implementation Projects Aren’t Working Together

ICD-10 Watch, Jan. 31, 2012

There’s a way to soften the impact that ICD-10 implementation has on your budget. It involves working on ICD-10 and Meaningful Use compliance as the same project… Read More

Patients Feel a Little More Confident They Can Pay for Care

Victoria Stagg Elliott, Amednews, Jan. 30, 2012

An index measuring patients’ confidence in their ability to pay for care is going up — but not yet to a point that indicates they’re feeling out of the economic woods. Many are still unsure about their financial situation, and physician office visits may not return to pre-recession levels anytime soon… Read More

Do’s and Don’ts for Managed Care Contracts

Delly Parham, AS, CPC-A, AAPC News, Jan. 25, 2012

Government and insurance regulations, turnover in staff, and the day-to-day headaches of running an office leave us with little time to monitor our insurance contracts and the rates insurers pay. But failing to review your reimbursements could lead to huge losses. Here are a few tips to avoid financial losses… Read More|Benefits|Demos|Features|Reviews|Support|Pricing & Sign Up|Unsubscribe
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We hope you enjoy this issue of the newsletter. Be sure to subscribe now to the newsletter in order to insure you receive future issues.

Read More | No Comments | Filed in Events, General, HIPAA

5010 Enforcement – Are You Ready? Kareo Is!

February 2nd, 2012 by Joann Doan

If you’re using Kareo, you are ready for 5010 as long as you’ve taken some key stepsEven though the MGMA has called today for an extension of the 5010 enforcement delay to June 30, 2012, we recommend that you be ready now since many payers are requiring use of 5010. Unless HHS decides to accept the MGMA’s recommendation, enforcement of 5010 will start on schedule on April 1.  And if you’re using Kareo, you are ready as long as you’ve taken some key steps.

Unlike traditional medical billing software, Kareo’s cloud-based technology allows for rapid updates to comply with industry changes – like 5010 – with little or no impact on the customer experience. Most of the changes have already taken place behind the scenes. However, there are a few things Kareo customers should have done to ensure their claims are process smoothly. If you haven’t already, check to make sure the items below have been updated in your Kareo accounts:

  • Update 5 digit zip codes to the full 9 digit zip codes.
  • Add physical addresses to replace PO Boxes.
  • Enter a new “Pay to Address” if you currently receive payments at a PO Box or a lockbox.

Please review the Kareo 5010 Compliance Checklist for detailed instructions and the Getting Ready for 5010 blog post for training videos on how to make updates to the three areas mentioned above.

A few questions on 5010 that we’ve received through our blog include:

Q: Does the 9 digit zip code also need the slash after the 5th digit before inputting the last 4 digits and do all of the insurance companies have to have physical address’s rather than PO Box’s?

A: Here is what our 5010 expert advises:
Customers can include the dash but it is not required for the claim to process. Insurance company plan addresses can be a P.O. Box, also the 9 digit zip code requirement is not required for Insurance company addresses or Patient addresses

Q: Do I need to update patient’s address to 9-digit zip codes too?

A: The patient’s addresses do not have to be 9 digits.

Q: Am I correct in my understanding that I do not need to update my zip codes for all my insurance companies?

A: Zip codes for the insurance plans or companies do not have to be 9 digits.

Q: Do I need to change all patient PO box address to a physical address?

A: No, patient addresses are not affected by any 5010 changes.

Q: Will the system eventually populate all zip codes with the 4 digit codes?

A: We are currently doing that right now only for Service Location addresses, Practice Information Addresses, and Provider Addresses. If you don’t see a 9 digit zip in those areas, then our system could not match the zip code with a valid address on file so you would have to manually update in those situations.

Q: It says no PO Boxes. Is that for place of service or does it mean mailing/billing address for providers. We live in a very rural area and only have delivery AT the PO.

A: You cannot have PO Box addresses for Providers in the following areas: Provider Addresses and Practice Information addresses. If you have a PO Box for a location you wish to receive payments to, you must use the new Pay to Provider areas in the Provider records.

Q: Just to clarify: We only get mail at our PO Box. From my understanding I go to each provider and enable pay to address. Do I enter the name of the provider to go with the address or do I use our business name for the name?

A: Customer Support advises that you would have to call the payer if you are not sure. Typically, this would be the same as whatever name you were sending as the Billing Provider.

Q: We just noticed that in the Claims Setting section, under the Override EIN? option, there now appears an option that says Enable Pay to Address. Do we need to check off and complete this option? We’ve watched all the 3 parts of the video series and have made the required updates but this was not mentioned and it does not appear in any of the videos.

A: Under Claim Settings overrides, the “Enable Pay-To Address” is a global setting for Pay to Address, meaning that by default all Payers will have the Pay to Address included. Do not check this box unless you want all Payers to have the same Pay to Address. Pay to Address is per provider. On page 3 of our Kareo 5010 Compliance checklist, it discusses when to use the Pay to Address and how to configure it.

Routine customer communications will keep you up-to-date with our 5010/ICD-10 progress. We encourage customers to ensure they are thinking ahead to the bigger ICD-10 transition by October 1, 2013.

If you have additional questions, please feel free to contact us at, via the Comments section of this blog, or on our Facebook page.

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Learn the Latest in Medical Billing with Our December Newsletter

December 15th, 2011 by Joann Doan

Kareo recently released the December issue of our monthly e-newsletter, Getting Paid, and it featured a variety of articles you will want to review in order to improve your medical billing results. Also, be sure to subscribe to the newsletter so you receive it in your inbox automatically. The articles featured included:

Getting Paid Blog & Newsletter

Latest from Kareo 

CPT Changes for 2012: An Overview

By Betsy Nicoletti, M.S., CPC

Betsy Nicoletti reviews key CPT code changes for 2012Isn’t getting a new CPT book a little like a birthday present?  The excitement of unwrapping it, the suspense about what’s inside.  A new CPT book may not be as much fun as a new video game or as intriguing as a jewelry box, but coders eagerly anticipate it. A listing of code changes for the year can be found… Read More

Complimentary Webinar – Getting Paid in 2012: What You Need to Know Now to Make it Happen

Thursday, December 15, 2011
10:00 AM – 11:00 AM PST
Speaker: Elizabeth Woodcock, MBA, FACMPE, CPC

Learn how to navigate compliance and other medical billing challenges for 2012 with Elizabeth WoodcockThe 2012 reimbursement environment isn’t just about fee schedules. New incentives, new coding rules and more are headed your way – and fast. National speaker, trainer and author Elizabeth Woodcock, MBA, FACMPE, CPC, will give you the practical tips and realistic strategies you can put into play now.

After attending this session, you will be able to:
• Identify the major changes in CPT codes in 2012 and how they will affect your practice
• List the critical points in Medicare physician reimbursement for 2012
• Describe the government’s incentive plans – and penalties – for 2012
• Summarize the trends in private insurance most likely to impact physician reimbursement in 2012

Register Now!


ICD-10 Training Camp: ICD-10-CM Changes You Can’t Afford To Miss!

By Nancy Maguire, ACS, PCS, FCS, HCS-D, CRT

The purpose of this article is to highlight several changes in the ICD-10 code structure and the rules that could be missed when learning this new system. Be aware of the following changes (Part 1)… Read More

Best Practices: Strategic Planning for Medical Practices – A Means to an End

By Judy Capko

It is easy to understand why many physicians aren’t particularly interested in strategic planning. It seems they have enough on their minds just trying to keep the practice on firm ground today. In my opinion, they are missing out on a powerful opportunity to protect and guide their future… Read More

4 Steps to Get the Most from Your EHR Effort

By Ron Sterling

Many EHR implementations have failed to meet practice expectations and, in the worst cases, have damaged the practice. EHR implementations by necessity will impact every process and activity in the practice. In order to set the stage for EHR success, practices need to… Read More

Kareo Medical Billing Software Demo: How to Streamline Your Medical Billing

Tuesday, December 20, 2011

Learn how Kareo medical billing software will make medical billing easy for you as you improve your profitability. You’ll hear how you can reduce your cost of ownership by eliminating costly software and upgrades, keep things from falling through the cracks with an easy-to-use “To Do List,” and more…

Register Now!

Case Study

“I wish I’d had Kareo when I started my practice. It was definitely the right decision.”

Chester Minarcik, MD, Child Neurology Services of South New Jersey

Chester Minarcik, MD, says Kareo medical billing software was definitely the right decision for his practice“Our office had not changed its accounting and medical billing procedures since it opened in 1992,” recounts Chester Minarcik, MD. “While we did have computerized billing, we didn’t have electronic claims submission… Read More

Case Study

“I have been a satisfied Kareo client for five years. Selecting Kareo was one of our best business decisions.”

Dan Milosevic, Medical Billing and Consulting Services

Dan Milosevic has been a satisfied user of Kareo medical billing software for five yearsAfter starting Medical Billing and Consulting Services in Houston, TX,  Dan Milosevic was so effective — he doubled his client’s monthly revenue — that his client began talking about him to other practitioners. That was when Dan decided… Read More

Billing Tip of the Month

Using Kareo to Prepare Accounts for Collections

Tammy Chidester, CPC, CPMA, CEMC, PCS, Mera Consulting

Kareo helps me manage my accounts that I am preparing for collections. These are the steps I use: Under Settings > Other Lists > New/Find Collection Category, add the verbiage that you want to print on the statement… Read More

Top News and Ideas from Industry

Super Committee Gone, 27% Medicare Pay Cut Threat Remains

Charles Fiegl, Amednews, Dec. 5, 2011

The failure of the congressional debt panel leaves the 2012 SGR cut unresolved and threatens physicians with additional pay reductions starting in 2013. Lawmakers again find themselves with less than a month to pass legislation to stop a steep decrease in Medicare payments… Read More

New CMS Demonstration Projects Crack Down on Improper Payments, Conduct Prepayment Reviews

AAPC News, Dec. 2, 2011

Beginning Jan. 1, 2012, the Centers for Medicare & Medicaid Services (CMS) will begin three demonstration projects aimed at eliminating Medicare fraud, waste, and abuse. The first of these, the Recovery Audit Prepayment Review, will allow Medicare recovery audit contractors (RACs) to review claims that historically result in high rates of improper payments before they are paid… Read More

Practices Get More Time to Switch to HIPAA 5010

Emily Berry, Amednews, Dec. 12, 2011

Physicians and health plans have a kind of grace period for the first three months of 2012 before they must comply with new HIPAA Version 5010 claims transaction standards. The deadline for the electronic claims format remains unchanged, but the threat of losing Medicare payments for noncompliance is delayed… Read More

New CMS Program to Assist Physician ID Theft Victims

Charles Fiegl, Amednews, Dec. 5, 2011

The remediation initiative will offer a doctor relief if personal and professional information are used to defraud Medicare or Medicaid. The Centers for Medicare & Medicaid Services has created the provider victim validation/remediation… Read More

3% Tax Withholding on Medicare Pay Repealed

David Glendinning, Amednews, Nov. 28, 2011

The IRS regulation was designed to target delinquent government contractors but would have affected some Medicare physician payments… Read More

Dec. 21 Nat’l Provider Call to Discuss Payment, Risk

AAPC News, Dec. 6, 2011

The Centers for Medicare & Medicaid Services (CMS) will hold a National Provider Call to discuss changes to the Medicare Physician Fee Schedule’s (MPFS) Physician Feedback Program and the value-based payment modifier (Value Modifier) for calendar year 2012… Read More

Make Sure the Way You Use an EMR Doesn’t Unwittingly Look Like Fraud

Pamela Lewis Dolan, Amednews, Nov. 21, 2011

Physicians might not realize it, but how they and their staffs use an electronic medical record system could open themselves up to accusations of fraud or misrepresentation… Read More

Anticipated CMS/ONC Regulations for 2012

HIMSS News, Dec. 9, 2011

Several Notices of Proposed Rulemaking (NPRMs) are anticipated to come from CMS and ONC this winter. This chart outlines the regulations that are currently anticipated, the agency from which they will be administered, and the date for which public comments are due to the government. Also included is the anticipated timeframe for release of final rules… Read More

Medicare Now Covers Heart Disease, Obesity Screening, Expands Telehealth Services

Charles Fiegl, Amednews, Nov. 23, 2011

The Medicare program has expanded its coverage policy manual to include annual visits that screen for hypertension and prevent cardiovascular disease, covering office visits with primary care physicians to discuss how to prevent heart disease… Read More

AAPC News, Dec. 2, 2011

Medicare is adding coverage for preventive services to reduce obesity. Screening for obesity and counseling for eligible patients by primary care providers in settings such as physicians’ offices are covered under this new benefit… Read More

AAPC News, Dec. 2, 2011

Physicians and their patients are embracing web-based health solutions at a rapid rate, according to In keeping with the times, Medicare will cover smoking cessation services in 2012, including those furnished remotely… Read More

CMS Issues Final Rule on Use of Medicare Claims to Assess Providers’ Performance

Jaimie Oh, Becker’s ASC Review, Dec. 6, 2011

The Centers for Medicare and Medicaid Services has issued a final rule that allows for the release and use of standardized extracts of Medicare claims data for qualified entities to measure the performance of providers of services and suppliers… Read More

Efficient Claims Handling: A Gift That Keeps On Giving

Amednews Editorial, Nov. 14, 2011

The American Medical Association wants more physicians to give themselves the gift of an improved, streamlined insurance claims process. Physician practices can take advantage of electronic claims processing to lower costs, save time and minimize headaches… Read More

Revenues Down? Examine Your Contract Prices

Rob Saunders,, Dec. 8, 2011

Over the years, I mostly dismissed the claims of falling reimbursement because they did not accurately depict market conditions. Instead, we have seen minor fluctuations in reimbursement rates, which often averaged out to equal reimbursement stagnation. Now, however, things have changed. And it’s time for everyone to pay attention. Here’s a list of 12 points to pay attention to… Read More|Benefits|Demos|Features|Reviews|Support|Pricing & Sign Up|Unsubscribe
111 Academy, Suite 250, Irvine, CA 92617|888.775.2736

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

Read More | 2 Comments | Filed in Company, Features, General, HIPAA

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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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