Practice Insight EOB to ERA Lockbox Service

Agenda TABLE OF CONTENTS Overview of Process Flow Timeline for Implementation Implementation Process Questions

Roles and Responsibilites If the provider already has a lockbox service, please allow time for PI to get a connection established with that financial institution. PI has an in-house lockbox partner. They contract directly with the provider’s bank and in turn receive the mail coming in from the provider. They will then scan that information into an electronic format, and send to Practice Insight. Also, they will deposit funds in to the provider’s account.

Roles and Responsibilities Practice Insight then will deliver the 835 as you would normally get them, and mark the claims in EDI. We will also create lockbox tasks to see all original scanned EOB images, and any other non-check data sent to us.

Workflow

Implementation Timeline The lockbox needs to establish an ICL with the Provider’s Bank. This requires 2 forms to be filled out by the provider: ICL Setup Bank Request WholeSale Setup Form

Implementation Timeline The Provider will need to change mailing address with the available payers to mail payment information to the lockbox vendor. This step will vary in time/requirements from payer to payer. While the payer information is being setup, the provider will want to manually mail samples of paper mail received daily, to the lockbox vendor in order to test.

Implementation Timeline From completion of setup, the lockbox vendor requires a week long lead time. After that, we can begin going through the normal process flow. The largest delay will likely be seen in how long it takes the payers to process the bank/address requests. The go-live date from the time of registration, through testing and implementation is 3 weeks from the receipt of registration paperwork.

Implementation Fixed While the registration is processing, the provider will send a test package of mail to the lockbox PO BOX. During that time, Practice Insight will set up 7 RESPONSE tasks to help identify the type of files sent back.

Implementation TASK 1: LOCKBOX ERAS This task is designed to pull in all of the 835s generated by the imaging vendor.

Implementation TASK 1: Samples

Implementation TASK 2: ORIGINAL IMAGES This task is designed to pull all of the original EOB images sent to Practice Insight from the imaging company.

Implementation TASK 2: Samples

Implementation TASK 3: DEPOSIT REPORTS This task is designed to pull all of the deposit reports that have been processed from the lockbox vendor.

Implementation TASK 3: Samples

Implementation TASK 4: NON-FINANCIAL IMAGES - CORRESPONDENCE This task is designed to pull all of the original images that have been categorized as “non-financial” images by the lockbox vendor.

Implementation TASK 4: Samples

Implementation TASK 5: INCOMPLETE 835s This task is designed to pull in all of the reports that list the 835s that were generated from the imaging company that may contain incomplete information.

Implementation TASK 5: Samples

Implementation TASK 6: EXCEPTION REPORTS This task is designed to pull all of the reports that list checks that could not be processed due to an exception of missing information.

Implementation TASK 6: Samples

Implementation TASK 7: EXCEPTION IMAGES Exception Image tasks are designed to pull all of the original images that were listed as exceptions, meaning that an 835 could not be generated based on the information found in the image.

Implementation TASK 7: Samples

Lockbox Fees Open and sort all remittance envelopes Wholesale Lockbox Items Open and sort all remittance envelopes Data capture each check MICR line information Encode and endorse each check Scan and Capture an image of each check Balance and prepare deposit of each check Re-associate a photocopy of each check (front image only) to original correspondence Deposit items into a specified DDA account

Lockbox Fees Document/Inventory Imaging Correspondence and envelopes associated with each individual remittance are imaged. Images in the format specified in the CSD. Note - This does not include check. Checks imaged at base services.

Lockbox Fees ICL/Transmission Fee Daily transmission of data between lockbox facility and provider account in Practice Insight

Question and Answer