Agency (Facility) Billing

Introduction

• Some providers have multiple patients that reside (live) in one physical Agency/Facility building. 
• Here is how the Agency and the Patients are related:
• AR Proactive can send the patient invoices to the facility in one envelope or email.
• The envelope (or email) will consist of:
  
  • a cover sheet addressed to the agency/facility, with an option to show each patient's balance owed, and the total owed by the Facility
  • all the individual invoices for each patient, showing the patient's current charges, and the patient's balance owed.
  • Here is a example of the cover sheet:
• To do Agency billing, you are billed at the same regular rate as for invoices to individual patients.

How to set up agency billing

• To set up agency billing, you need to tell us: 
  • each Agency's mailing address (or email) and delivery preference (paper mail or email)
  • which patients are associated with which Agency
• Group codes: If you use group codes (facility codes) in your practice software to associate each patient with a facility (this is more common), then 
  • download this GroupCode-to-Facility mapping Excel
  • enter the agency details into the Excel
  • email the Excel back to support@arproactive.com
  • We will need ~4 weeks to program the mapping on our side
  • On your next mailing job, you will upload the statement file, and we mail out Agency bills with the coversheet (as well as the regular individual patient bills)
  • If you need to add more facilities (or need to change their address/email), update the Excel and email it support@arproactive.com ~4 weeks before your next job.
• Patient IDs: If you use patient ID's in your practice software to associate each patient with a facility (this is less common), then 
  • download this Patient ID-to-Facility mapping Excel
  • enter the patient ID and associated details into the Excel
  • email the Excel back to support@arproactive.com
  • We will need ~4 weeks to program the mapping on our side
  • On your next mailing job, you will upload the statement file together with your Patient ID-to-Facility mapping Excel, and we mail out Agency bills with the coversheet (as well as the regular individual patient bills)
• If you're unsure which method above you use, then 
  • Ask yourself "How do you know which facility a patient belongs to?  
    • Is it based on the patient's Group Code in your practice software?  Or
    • is it based on their patient ID in your practice software, and you have some kind of Excel to link each Patient ID to facility?"
  • If you're still not sure, you probably use Group Codes.   You can reach out to our Support team to help you clarify.