If you’re providing eye care services, it’s likely that one of the most frustrating aspects of your business is your billing and coding process. The reality is that the medical billing and coding industry is a complex and complicated process, and if you don’t have a reliable and efficient system in place to help streamline your process, it can lead to a lot of issues such as wrong invoices, clients not getting their bills on time, or payments getting misplaced in the system. It can even lead to more serious problems, such as coding mistakes, which can affect insurance claims.
In order to avoid these issues, you need to invest in an efficient and reliable system that is regularly updated and specifically tailored to the needs of eye care specialists. Luckily for you, there is such a system in place: the PECAA Billing and Coding System.
What is the PECAA Billing and Coding System?
The PECAA Billing and Coding System is an automated system that helps eye care specialists keep track of their invoices, as well as keep an updated database on the latest medical codes related to eye care using the ICD-10-CM. The system is only accessible to eye care specialists who are members of the PECAA group. The aim of the system is to provide PECAA members with the most efficient optometry billing solutions possible.
In terms of billing, using the PECAA system will not only help you manage, keep track, and record invoices accurately and promptly, but it will also help your business manage insurance claims. The system even provides support for claims and denials resolutions.
For coding, it’s no secret that the ICD-10-CM can be complicated and confusing, and it’s easy to mess up the whole process by just one mistaken code! By using the PECAA system, you will be able to ensure that all the codes are up-to-date and correctly coded, as well as keep proper documentation for all your customers.
Tips on Using the PECAA System to Your Advantage
Now that you have the right tools for proper billing and coding, it will be up to you to use it properly in order to streamline your invoicing process. Here are some tips that you can keep in mind to help maximize the PECAA system:
1. Set clear invoicing terms for all your clients
It is important that your clients know exactly what they are paying for, how they will make their payments, and due dates. Outline all of these clearly with your clients so that there are no unpleasant surprises for either of you once it’s time to pay the bill. It’s also essential that you should also take the time to explain the consequences of late or delayed payments. Make sure that your client understands all of their obligations when it comes to invoicing to ensure that the payment process is as smooth as possible.
2. An invoice must be clear, simple, and detailed
Make sure that your invoices are clear and easy to read, but clearly states all the important details. Even simply labeling the document as an “invoice” on top can make a huge difference, as this helps your client clearly identify it. If the invoice is itemized, break down each item and the corresponding unit price clearly. Include all essential taxes and fees as well, and make sure that you are ready to answer any questions regarding these items. Finally, avoid using any technical jargon as much as possible, as these can cause confusion in your clients.
3. Keep a Paper Trail
While the PECAA system offers a digital solution to your billing needs, it is still a good idea to keep printed copies of all your invoices and financial transactions. Paper trails are the best defense against any legal disputes, and you will have it as a reliable backup in case of a power outage or problem with your Internet connection. Make sure that your paper copy is as similar to the digital copy as much as possible to avoid any confusion towards the printed documents in the future.
4. Be Consistent with Late Payment Reminders
It might be a hassle and pain to go after late payments over and over, but you have every right to pursue it until a client pays up. When they miss their first payment, you can use the PECAA system to send them a polite reminder; they might have just missed the deadline. Over time, you can also use it to send multiple reminders as a way to prove that you did your part in reminding your client about their outstanding balance. This will help you get your payment should there be a legal dispute in the future.