Medical Billing & Coding
Join the family of clinicians who trust Docs Med Notes with their medical coding and billing needs. We are your partner in providing efficient health care by getting the tedious work done for you. We bring you professional end-to-end solutions that improve patient care, boost productivity, and increases revenue.
Software - Our billing experts can bill with your system or ours at no additional charge. The choice is yours!
Financial Visibility - Stay connected & in the know with your revenue cycle management performance reporting.
Coding - We ensure that the correct coding is reflected demonstrating quality performance measures required by many carriers for higher payments.
Collaborative Team - We promote transparency to meet the demands of your evolving needs. A dedicated support rep is assigned to your practice for easy access and question answering.
Ongoing Support - We handle unpaid claims, delayed claims, appeals, secondary filings, exclusions, and denials at no additional cost so you can focus on patient and practice growth.
EHR - Practice Management Software
Financial transparency, simplified workflow; in addition to medical scheduling and reporting will maximize your office’s overall efficiency. Our cloud-based Electronic Health Records (E.H.R.) software will help clinicians discover a new way to help manage their patient’s health records online.
| Clinical Features | Clinician-based Features | Practice-based Features |
|---|---|---|
| Clinical Decision Support Customize healthcare plans to manage conditions based on age, sex, lab results & diagnosis. | Customizable Templates Gain charting productivity with flexible note templates to fit your specialty. | Patient Cards Chronologically ordered patient information of frequent tasks to access & manage charts faster. |
| ePrescribing Manage requests and renewals. Prescribe/track Schedule II-IV narcotics electronically to the patient’s pharmacy, even from your phone. | CQM Reporting Engage in any value-based care program, maximize your scores & ultimately your reimbursement. | Patient Messaging Communicate to patients with group & personalized messages to improve relationships & revenue. |
| MACRA & MIPS Take advantage of daily reports to know where you stand & stay ahead of required measures. | Physician Dashboard Personalize your dashboard to track daily tasks, appointments, priority items & staff communications. | Patient Room Tracking Track patient office visits & use key metrics to shorten wait times & increase both staff & facility utilization. |
| Immunization Reporting A simple way to electronically & effortlessly send patient immunization information to state registries. | Quick-Look Summaries Hover your mouse over the calendar to see patient contact information, clinical notes, and appointment type/duration. | Reoccurring Appointments Save time by setting a series of reoccurring appointments with adjustable time settings. |
| Meaningful Use Qualify for maximum reimbursement and incentives from insurance panels. | Mobile EHR iOS App Access all your practice information on-the-go from anywhere, at anytime, in a secure environment. | Waitlist Management Add patients to a wait-list & set a trigger to have them automatically entered into a newly available timeslot with notification to the patient. |
Scheduling Snapshot - Wait notification features, peak time metrics & room status updates help you treat patients faster & distribute your staff where they’re needed most. The result is a smoother office visit experience for patients & staff, from start to finish.
Prioritized Tasks - See your outstanding tasks in real-time, plus urgent & critical issues. As you select donuts – such as labs, refills or messages – items are prominently displayed and prioritized in a familiar “in-box” layout.
Patient Information - Quickly access common charting elements with simple summaries. Patient cards are located on every screen and designed to simplify access to common charting elements.
Medical Credentialing
Choosing Docs Med Notes is simple because our platform is built to maximize the value of your credentialing function. Our process is simple, fast, and compliant while ensuring the value of the credentialing process.
FREQUENTLY ASKED QUESTIONS
- How is Docs Med Notes different from other credentialing services?Other services primarily prepare your application leaving you on your own when renewals or changes need to be made. Docs Med Notes will stand by you throughout your career. Aside from processing renewals and other necessary changes, we will keep you compliant and in good standing.
- Does Docs Med Notes help with the credentialing of all healthcare professionals?Yes. Aside from physicians we can help credential any healthcare professional.
- How long does it take to prepare my application?An application can be completed within 24 to 72 hours. Please set aside time for tasks such as fingerprinting and transcript retrievals. Expedited options are available if needed and can be discussed with a Docs Med Notes representative.
- What is the process from start to finish?Our turnkey service starts with the application process. Once you have specified which insurance carriers and states you are interested, submit the required documents and Docs Med Notes will take care of the rest. We will keep you informed of the process every step of the way and will contact you if any new information is needed.
When submitting a participation request to a commercial carrier, you will undergo two distinct processes. First is credentialing where the carrier verifies your credentials and presents your credentialing application to their committee for approval. After you are approved by the carrier’s credentialing committee, you then complete the contracting process to become a participating provider and receive an effective date.
Commercial carriers do not allow for retroactive billing. Until you have a complete contract and are listed “In-Network” in the carrier claims system then you will not receive in-network reimbursement for your claims. While billing out of network, your patients will receive a much higher bill for your services and possibly be responsible for 100% of your charges. - How long will it take to get my license?There are a set of requirements for every state board. The process is generally 7 to 12 weeks but can take as long as 6 months. Time can vary depending on a number of factors such as the state, internal board review process, number of applications being processed by the state, inaccurate data, and time of year. ***Docs Med Notes does not make the final decision of issuing your license. Only the state board can make a determination.
- How long does it take to enroll with Medicare?Medicare typically completes enrollment applications in 60 – 90 days. This varies widely by intermediary (by state). We see some applications turnaround in 15 days and others take as long as 3 months. Medicare will set the effective date as the date they receive the application. So, even if it takes 3 months for them to complete an application, you will be able to retroactively bill Medicare for services from the date your application was received. Furthermore, Medicare allows for a 30 day grace period that allows you to bill for dates of service up to 30 days prior to your effective date. So, if your application is received on May 1st and you receive your approval letter from Medicare on June 25th, then you will be able to bill for dates of service April 1st forward.
If you are enrolling with Medicare as a DMEPOS supplier, expect a longer turnaround time period. In addition to close scrutiny of your enrollment application, you must undergo a site visit as part of the application process. The site visit inspector will ensure your office is located at the address on the application, the hours of operation, where inventory is stored, and other elements required to participate as a DME supplier. Expect a total turnaround time of 90 – 120 days. - How is The Federal Credentials Verification Service (FCVS) different from Docs Med Notes?FCVS is housed by the trade association, Federation of State Medical Boards (FSMB). FCVS offers limited primary source verified credentials and does not offer ongoing services such as obtaining or maintaining your license. While accepted by some states and mandatory in others, FCVS does not house all the information needed to be credentialed. Docs Med Notes completes this process by closing the gap of required information. If you are applying for multiple states and an FCVS profile is required, Docs Med Notes will include that profile in our service.
- What is a CP575?CP575 is the confirmation letter that you get from the IRS when you obtain an Employer Identification Number – EIN or Tax Id for a business. To enroll with Medicare, you must provide a copy of this letter as proof of the legal name of the business. If you do not have the original CP575, then you can request a replacement letter to verify your EIN. These two documents are the only documents that Medicare accepts as proof of your EIN.
To request a replacement letter, form 147C, you can call the IRS business center at (800) 829-4933. The hours of operation are 7:00 a.m. – 7:00 p.m. local time, Monday through Friday. - Do I need a service location to begin credentialing?Yes. Before beginning the credentialing and contracting process for a new medical clinic, you must have a place of service. You cannot use a home address as your clinic address in the interim. You may use a home address as your billing and/or correspondence address, but you must provide a physical address where you will see patients. If you are in the process of opening a new office space, you can utilize the address of the office space being completed. Medicare allows you to submit enrollment applications 30 days prior to the start of seeing new patients at a location. Most commercial carriers follow the same guideline.
- What is included in my payment?Your payment includes application preparation for one carrier in a given state, submission (two-day shipping), & follow-up with the state board. Expedited shipping options are available at an additional cost.
- What costs are not covered in my initial payment?Service preparation, board and government fees - fingerprinting, transcripts, exam scores, background checks, verification of existing licenses, notarizations, malpractice claim reports, passport photos, state licensing fees, and other required documents needed by your state board. A Docs Med Notes representative will provide you with an itemized price list so that all costs are clear.
Reputation Management - Patient Experience
Develop patient loyalty and recognition with tools dedicated to the patient experience.
Our reputation management software revolves around 3 specific features - messaging patients directly, setting up appointment reminders and increasing our clinician’s overall reputation. It is seamlessly integrated into the E.H.R. and the integration of all of these services under our brand will increase your patient’s satisfaction.
Appointment Reminders -Configure appointment reminders between text, email & voice to communicate in ways that patients prefer - even in Spanish.
Clinician Reputation -Emails & texts are automatically sent following a visit. Feedback is filtered based on a satisfaction score. Positive feedback is leveraged to your Google and/or Facebook profile to build a positive reputation while negative feedback (3 stars or less) is sent back to you to review and improve upon.
Patient Lists -You are able to segment your entire patient list and send specific messages to improve patient engagement.
Appointment Dashboard - See all of your Telemedicine appointments in one dashboard calendar. Launch or end your virtual healthcare sessions with a single click.
Secure Conference Interface - Face to face conference conversations bring the personal attention of an office visit to a virtual healthcare experience.
Telemedicine
Reach any patient regardless of geography.
The benefits of utilizing our telemedicine software are far reaching and will expand any doctor’s ability to reach any patient regardless of geography. In today’s world, faster treatments and services are paramount to all patient needs therefore it is important for all clinicians to increase their availability. Through virtual healthcare, clinicians will attract and engage patients in rural areas with our simple & integrated telehealth technology.
Fewer No-Shows and Last Minute Cancellations - Last minute cancellations and no-shows can result in major profit loss for your practice. However, telemedicine can mitigate that frustration by eliminating the majority of factors that cause them. A lack in transportation, child care issues, and the need to be at work or elsewhere no longer are an excuse. Through our secured connection, appointments can always be made.
Scheduling Flexibility & Improved Work/Life Balance - Telemedicine technology allows visits to occur virtually any time, anywhere. Your practice can extend its hours and even offer weekend visits without the need of staff or office space. Providers using telemedicine technology can travel far from home, confident that they can still provide patient care if needed.