Frequently asked Questions
can I benefit from outsourcing?
We can reduce your cost up to 50%.
Increase in Turn around time:
Our highly qualified graduate work-force is trained using a comprehensive
training curriculum and has minimum experience of 5 years in medical
Our services provide a huge dollar and emotional saving on recruitment
and training costs resulting from the high staff turnover in your
Free your resources:
By outsourcing your back office work, you are free to redirect
your resources- People, Hardware and software cost, time and asserts
towards other productive activities.
Our fees and pricing structure
Our commitment is to collect all your due receivables resulting
in a practice running with maximum efficiency and profitability.
Our pricing is very competitive and our service is exceptional.
How can we provide service at competitive
By doing things right the first time, we are better able to cut
costs and maximize our efficiency. By outsourcing to us you are
benefited with professional expertise for a fraction of what it
would cost to hire a full time staff. Our state-of-the-art proprietary
software tracks each and every claim through the entire billing
process, thus reducing the cost of overlooked claims. We also
use cutting edge technology, such as high speed scanners and communication
equipments that allow us to receive billing information from our
physicians without having any of the billing documentation ever
leave their offices.
Switching over to Medipro is easy
How it works is simple. You decide how much or how little we will
help. We start by handling a portion of your claims or take on
all your billing functions at once. The initial setup for electronic
claims is about 2-4 weeks, varying by insurance carrier. Once
you are a client, Medipro begins processing your claims Electronically.
What medical specialties do you
We are capable of handling any medical specialty. At this point
in time, we are providing medical billing services for the following
medical specialties: Radiation therapy, Radiology/ Oncology, Ambulatory
surgical services and General Medicine.
Will my claims really get paid faster?
Definitely since Electronic claims are always processed before
paper claims, and because of the electronic tracking methods in
place, the insurance companies can’t claim they never received
How fast will I know if the claims
have been accepted?
You will know that the insurance companies have accepted your
claims within 24 hours.
Are all claims filed electronically?
All claims will be sent electronically whenever possible. If not,
paper claims will be computer generated.
Where will the insurance companies send the payments?
All the checks and EOBs (Explanation of Benefits) will be sent
directly to your office. You keep the checks and send us scanned
copies of the EOBs, so that we can perform effective follow-up.
Do you follow-up on unpaid claims?
Unless the non-payment is for a valid reason, such as a deductible,
capitation, on coverage, or duplicate invoice, we reprocess the
claim with any needed additional information. If the additional
information is not available at Medipro, we will contact your
office for the information. We then follow up with an appeal if
the claim remains unpaid.
Privacy and security of Patient
Privacy and security of the Patient record is one of the top priorities
at Medipro. All our employees are clearly versed in Confidentiality.
Information regarding your return is strictly controlled and regulated.
Only you and individuals approved by you will see the Summary
collections reports and monthly statements. We have taken extensive
measures using the high-end encryption methods to give you peace
of mind. We use RSA 128-bit encryption and secure networked transmission
methods for transmitting the data files between your office and
Are you HIPAA compliant?
We are HIPAA compliant and also our offshore centre complies with
HIPAA privacy and security standards. We keep track of all new
code and regulatory changes and automatically update the software.
How Does Medipro Service Work?
During the day you scan your SuperBills, Hospital Face Sheets,
Patient registration sheets, EOBS, etc. At the end of your day,
you run the Shutdown routine in the software. This automatically
sends your scanned documents and your database to our secure server.
During the overnight hours, we use your scanned documents for
the data entry and to perform our services. The data is sent back
to our secure server, around 8AM. When you start up in the morning,
you run the Startup routine in the software. This updates your
database with all the work done by us overnight.
What services do we perform?
Our professional coders code your billing, to convert your descriptive
procedures and diagnosis to the appropriate CPT and ICD9 codes.
We do your billing data entry.
We post your payments to patient accounts.
We proofread everything we enter to ensure that what you gave
us has been accurately entered.
We run our extensive Validation routines on your claims, fix errors
and ensure that the data meets all Insurance company edits.
We validate the payment posting, and ensure that payments are
We queue any secondary claims and patient bills that need to be
printed as a result of the payment posting, so you can print them
at your convenience with just a few clicks. As an option, we can
print, fold, stuff and mail them for you also.
We flag all inconsistencies, missing information, non-payments,
exceptions, etc. and present them to you in an easy to read format,
and tell you exactly what needs to be done to fix the problems.
We follow up on insurance submissions that receive no response
from insurance companies, and take necessary action, which may
include informing you of steps you need to take to fix the problem.
In short, we can do up to 90% of the work that is required to
maximize your payment collections, and we clearly inform you of
what needs to be done by you (the balance 10%). Therefore you
ONLY need to deal with the exceptions.
Can data from your existing software be
transferred and used?
This depends on how your existing software handles data
exports. If your software can export all its data to an electronic
format, we may be able to convert it into our formats at a small
cost to you. If this cannot happen, but your existing software
can print reports of patient demographics and billing/payment
information, we can manually enter it into our database for an
extra charge. Please call us to discuss your particular situation.
How much does service cost?
The charge for our regular plan percentage of what you collect.
It varies depending on your practice specialty and the size of
your practice. The charges vary from 5 % down to 3%.
What documents do you need to send
a) you would send us patient demographics and Insurance information.
This is required only for new patients, and patients who have
had a change in their demographic or insurance information. For
Office patients, this information would be on your patient registration
form. For Hospital patients, this information would be on the
Hospital Face Sheet.
b) For patients seen in the office, you would send us your SuperBills,
c) For patients seen in the hospital, most doctors just write
the procedures and diagnosis on the hospital face sheet, or send
us a weekly or daily log of the patients seen.
For posting payments
a) you would send us your EOBs, and stubs from the patient bills.
Co-payments will be posted from the information contained on the
Are there any lengthy contractual
No. While you do need to sign a contract acknowledging
that you understand the terms and conditions, there are no long
term commitment requirements. You can cancel our service at any
time. Upon receipt of the equipment that was supplied to you,
provided that it is still in a useable condition, your entire
deposit will be refunded to you.
Are there any setup fees?
No. While there are no setup fees, we do require a $2,000 deposit
for the hardware that is supplied to you. This is a fully refundable
deposit, and will be returned to you, should you cancel our service
for any reason.
Are there any minimum fees?
Yes, there is a minimum monthly charge of $400 for the first provider
in your practice, and $300 for every additional provider.
you have to buy any equipment?
Not necessarily. A production grade, high speed scanner, and a
computer server with a flat screen monitor is included as part
of the service. If only one user in your office is going to use
the software, you do not need to purchase any additional machines.
If you need more than one user to access the software, your existing
machines can be used as workstations for additional users. The
software itself can be installed on as many machines as you chose.
There are no restrictions on the number of users that can use
the software in your office.
What support and training do we
A one week on-site training period is included. Subsequently,
we offer desktop support on an as needed basis.
Who is responsible for data backups?
When you run the End of Day routine on the software, a copy
of your days scanned documents and a copy of your database is
sent to our servers. This data is permanently stored by us in
two distinct locations. Therefore, you do not have to worry
about backups. Should your system crash, we will ensure that
your data is restored and sent back to you.
you are not in our geographical location, can you still use
Yes of course! We use the internet to get your scanned documents
and your data files at the end of your day, and similarly, the
internet is used to return your updated data to you. Therefore,
your physical location does not matter. The only requirement
is that you have a broadband internet connection.
What specialties do we support?
We have the capability to support all specialties. Please see
the About Us page, for a list of specialties that we currently
How long does it take to get started?
You can be up and running with our service within 2 weeks of
signing the contract.
Do you have control of your data?
Yes! You have TOTAL control of your data, as it is physically
located in your office during your working day. The software
allows you to make any updates that you require. The software
also has the capability to produce any report that you need.
You can also do data entry and run the validation routines in
your own office, if you desire. It is complete Medical Billing
software, with features and capabilities not found in ANY OTHER
software on the market today.
you just use our software and not our service?
You could technically, but you would incur the minimum monthly
fee. It is therefore to your advantage to also use the service,
and have us professionally do almost 90% of your work for you.
What happens if your staff goes
on vacation or quits?
You will have very little to worry about! As long as you can
scan and send us your documents, your work will get done. You
can even ask us to temporarily take on the entire Medical Billing
process for you.
CPT/ICD9 codes, regulations Change
constantly, does our software keep abreast of these changes?
Yes. We keep track of all changes to Codes and regulations and
update the software. Whenever changes are made, you will automatically
receive a software update.
Is our software Multi-User?
Yes. The database supplied with the software is capable of supporting
up to 5 users. Should you have a need for more users, we can
supply you with a database that will support unlimited users,
at an extra charge. Please call us to discuss this particular
If you are already do your billing
In-House, why should you switch to our service?
By using our service, you will be able to:
Have your data entry done and claims submitted on a daily basis,
as opposed to on a "when time permits" basis
Have your payments posted to your patient accounts as soon as
payments are received
Submit your secondary claims, and balance bill your patients
Reduce the number of employees involved in doing your billing
Reduce the number of hours in a day your employees spend on
Enable your staff to concentrate on the problems instead of
being swamped by the data entry tasks
Have access to a staff of professional Medical Billing personnel,
for the cost of less than one Full Time employee
In other words, you will be able to substantially improve the
efficiency of your billing operations, and collect more of the
money due to you.
If you already outsource your
billing, why should you switch to our service?
Our service combines the benefits of In-house billing and Outsourcing.
By switching to our Virtual Back-Office service, you will gain
complete control of your billing operations, as the software
and data will be located in your office, under your complete
control, during your working hours. At the same time, our service
enables you to outsource as much of the work as you choose.
Our flexible options allow you to leverage the resources of
your existing staff and only pay for services you choose to
have us perform.
We also offer some unique features such as proofreading, claim
validations and linking of your digitized documents to the data
entry, that most other billing services are unable to provide