Administrative, Bookkeeping, and Billing Services

From managing emails and handling general office tasks to organizing corporate events and enhancing virtual office life, I offer a wide range of administrative services designed to keep your business running smoothly.  

List of Services: 

• Email Management: Managing emails and tagging important messages.
• Customer Service and Customer Project Management:  Helping with your customer need and projects.
• Office Tasks: Ordering supplies and managing vendor accounts.
• Event Organization: Organizing company events, meetings, and virtual events.
• Calendar Maintenance: Maintaining the corporate calendar.
• Employee Onboarding: Onboarding new employees and improving virtual office life.
• Data Entry: Accurately entering data into Excel and maintaining the organization of spreadsheets.
• Invoice Processing: Processing invoices and ensuring they are entered correctly into the system.
• General Office Tasks: Carrying out general office tasks as required, contributing to the smooth running of daily operations.

Skills:

• Computer Data Entry: Proficient in data entry, both numeric and general.
• Microsoft Excel: Skilled in using Excel and managing spreadsheets.
• Microsoft Word: Skilled at creating documents including letters and reports
• Internet/Cloud Platforms: Experienced with platforms like HubSpot, Asana, Google Workplace, Google applications, Jotform to create online forms, DocHub, Salesforce, Bill.com, and more.

Melisa Guerrero is currently finishing a Medical Billing Specialty course with AAPC and has over a year of experience in claim submission always getting a payment or an amount applied to the deductible of a patient. She can do this for your medical business too.

Steps to Working the Account Receivables

Efficient accounts receivable management is crucial to the financial viability of a medical practice. Steps to help reduce the accounts receivable include:

• Financial policy—A practice must have a financial policy that is conveyed to every patient. The policy should be posted at the front desk, a copy should be given to every new patient, and the front office should clearly communicate the policy to patients. The financial policy should explain the total expected cost of the visit and convey that copayments, co-insurance, and/or deductibles are required at the time of service. The policy should also detail the insurance plans that are accepted, and the practice’s policy for out-of-network insurance policies.
• Verify insurance—The patient’s insurance should be verified every time a patient is seen. The patient may present an insurance card but that does not mean they are insured. Coverage changes are common. A patient may change insurance plans, identification numbers may change, or the copayments and deductibles may change. Prior to treatment, the insurance carrier should be contacted to confirm coverage and the amount to be collected from the patient. This can be done through phone calls, the insurance carrier’s website, or through the clearinghouse.
• Registration Process—The patient registration process is one of the most important jobs when it comes to account receivables. Accurate information must be obtained initially to avoid costly errors later. Claims can be denied by the insurance carrier if the correct information is not collected. A patient statement cannot be paid if it isn’t delivered to the patient. An incorrect address can result in postal returns. Ask the patient the information in the correct way. Do not ask “has your information changed?” Instead, the front desk staff should ask the patient “what is your address, phone, employment, and insurance information.” Have the patient give answers to open ended questions instead of a yes or no confirmation.
• Collections—Copayments should be collected by the front desk at registration. It is more difficult to collect payment after the patient has received treatment. Many times, patients will leave the office without paying or state they forgot their checkbook or debit card at home. When this happens, the practice has the added cost of sending a statement to the patient to collect the money that should have been collected up front. The routine waiver of copayments can also open the practice up to liability. Many contracts also require the collection of copayments. Make it easy for patients to pay by offering multiple payment options such as accepting cash, checks, and credit or debit cards.
• Submit Claims Correctly—Health insurance claims are most often rejected due to inaccurate or missing information. A claim denied by the health insurance company can result in adding a few weeks to the A/R days because the patient’s information must be pulled, verified, and corrected in the practice management system before the claim is resubmitted.
• Monitor—After an insurance carrier processes a claim, an RA or ERA is sent to the provider with payments from the insurance carriers. This should be posted immediately upon receipt. Payments should be monitored to assure that the claims are being processed and paid appropriately. It is also important to monitor that the payments are posted correctly including the amount adjusted and billed to the secondary carrier or the patient.
• Denials—Denials or reimbursement problems should be worked as soon as they are received from the insurance carriers. Each denied claim should be reviewed to determine whether additional information is needed, if errors need to be corrected, or if the denial should be appealed. These denials will be identified when posting the payments, reviewing remittance advice, and on aging reports.
• Patient Statements/Invoices—Patient statements should be sent as the remittance advice has been posted. The sooner the statement is received by the patient, the sooner it is likely to be paid. Patient statements should detail the date of service, services performed, insurance reimbursement received, payments collected at the time of service, and reason the patient balance is due.
• Write-offs—The financial policy should address the handling of past due accounts. A practice may automatically write off small patient balances for which processing costs exceed potential collections.

As a QuickBooks Online certified professional, I offer precise and efficient bookkeeping services, including importing and categorizing transactions, monthly reconciliation, and tax preparation. I also manage insurance claims, ensuring successful reimbursements even after initial denials.

List of Services:

• Export bank transactions missing in QuickBooks from bank accounts and import bank transactions into QuickBooks
• Categorizing and reconciling books
• Receiving vendor invoices and creating bills to pay with company accounts
• State and federal tax preparation, 1099s filing
• Manage Accounts Receivable and Accounts Payable
• Assist with Gusto payroll account adding employee information, running timesheets for approval to pay, and compare the Gusto fees to QuickBooks
• Compare employee benefits to QuickBooks
• Put all statements in Google folder for the company to view when needed