1. Practice Insight EOB to ERA Lockbox Service

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

3. 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.

4. 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.

5. Workflow

6. 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

7. 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.

8. 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.

9. 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.

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

11. Implementation
TASK 1: Samples

12. 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.

13. Implementation
TASK 2: Samples

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

15. Implementation
TASK 3: Samples

16. 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.

17. Implementation
TASK 4: Samples

18. 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.

19. Implementation
TASK 5: Samples

20. 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.

21. Implementation
TASK 6: Samples

22. 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.

23. Implementation
TASK 7: Samples

24. 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

25. 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.

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

27. Question and Answer