This is the way I have always been told. That you have to make numerous accepts to collect before writing off. The companies I have worked for have always used 3 billing cycles. In a meeting I attended, what ever you do needs to be standard across the board and should there should be a written policy in your complaince plan.
Any government (federal) insurance, Medicare, Medicaid, Tricare, BCBS Federal, you are suppose to collect copays/deductibles (or make sure there are reasonable collection effort. If not, "Anti-kickback statutes and even the False Claims Act can be invoked to prosecute physicians that routinely do not make this effort".
I agree with the person who applied about the small balance write off code in reference to the prof. write off code.
If you (the billing agency) uses the same software as the office, you may want to check out and see if you post sticky notes/flashers on the accounts to let the offices know the correct copay. When I was posting payments for a billing service I worked for, I would try to do this when I could, especially for the patients who keep being seen over and over again. I also had they problem that a lot of the patients were paying too much
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