Block Billing Program
A Block Billing Plan can help you keep pace with the ever-increasing costs of running a practice. Practitioners who implement a Block Billing Plan for uninsured services realize an increase in annual revenue, not only from the annual fees collected, but also from administrative improvements in billing and collecting. The Implementation Kit contains the more in-depth information and sample documents needed to successfully implement a Block Billing Plan, and is based on the successful experiences of other practitioners. Although the information in the kit is complete, we strongly urge you to seek professional assistance in this endeavor. For assistance in finding professional assistance, contact us.
Successful implementation requires a methodical and careful educational process for both your patients and office staff. The Implementation Kit is intended to help provide that education. Great success can be realized if every step of the implementation is fully completed.
Implementation Process - Summary
Step One: Prepare your Records
- Ensure you have accurate and complete records for all patients
- Identify the head of the household for each family unit (this may be an individual living on his or her own) in your records - you may need to contact your billing software vendor for assistance
- Archive the files for individuals who are no longer patients of the practice
Step Two: Inform your Patients
- Establish the date your Block Billing Plan will become effective
- The Plan should run from either July 1st to June 30th or January 1st to December 31st of each year
- Prepare and send a personalized version of Sample Letter #1 to the heads of the households 8-10 weeks before your start date
- Letter #1 does not include a request for payment
Step Three: Provide Enrollment Forms and In-depth Information
- Mailing #2 should be mailed 2-3 weeks after Letter #1 has been sent
- Return of an Enrollment Form indicating preferred payment option is required
- Mailing #2 should include:
- Block Billing Package should be presented to every new patient
- Display office policies regarding uninsured services using a larger version of the Sample Poster
Step Four: Update your Records
- Code each patient's record indicating enrollment in Block Billing or Pay as You Go and update on a yearly basis
Step Five: Always Charge for Uninsured Services
- Use a Charge Slip to commence billing and collecting for each uninsured service
- The objective must be to have the patient pay the bill before he or she leaves the practice
- Billing policy must be rigorously applied
- Ensure that your practice has equipment that permits payment by debit or credit card
Step Six: Remind and Renew
- When a patient who is not a member of the plan is billed for uninsured service, remind the patient about the availability of the Block Billing Plan
- Renewing the plan for those already enrolled, and commencing Step #1 for those who have not yet enrolled should begin 2 months prior to your chosen renewal date
- You may wish to provide selected patients with a printout itemizing charges for services provided during the previous 12 months as incentive to join the Block Billing Plan
- Prorate charges for those who enroll mid-year
Step Seven: Evaluation
- Evaluate everyone's performance in:
- Identifying uninsured services
- Billing for uninsured services
- Collecting on any outstanding invoices in a timely manner
The seven steps are outlined in more depth in the Block Billing Plan Implementation Kit, along with sample documents. Applying the seven steps and basing your printed materials on the sample documents, you will achieve a better ratio of enrolled patients versus non-participating individuals. Please remember that there is no substitute for advice from experienced professionals. We can help you find professional assistance; please contact us.
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