Ophthalmology and Optometry Coding Alert

Question: We chart our payments, charges, adjustments, and closing accounts receivables every month using spreadsheets, and then compare them month-over-month and year-over-year. We’ve been seeing a lot of fluctuations in the comparisons — what should we do about that?

Codify Subscriber

Answer: If you’re analyzing the peaks and valleys in your billing variables, some fluctuation is normal because of a physician on vacation, a particularly busy month, or stepped-up appeals efforts. On the other hand, excessive fluctuations in charges, payments, or accounts receivable (A/R) can indicate a problem.

Inconsistent charge entry is one factor that can cause ups and downs in payments and closing A/R. This may not be a big deal as long as the cash flow is still there. But if cash flow slows down every time charge entry drops and your practice struggles to pay the bills, then this problem merits attention. Practices often pull billers away from their duties to fill in for an absent medical assistant or other staff member. What the practice doesn’t realize is how important a biller’s duties are to the regular office operation.

Prove how important you are — chart your office’s billing activity and show it to your physicians. Point out the chart entry dips that correspond with occasions when you didn’t have adequate time for your billing responsibilities. If your office is short-staffed, the chart can demonstrate to the physicians that you need additional staff.