For individual physicians and specialists, handling medical billing can be time-consuming, especially when also managing patient care. Getting the billing right is important to make sure payments are received on time and records are kept up to date. Simple steps like checking patient details, using the right item numbers, and keeping good notes can help prevent delays and billing problems.
Keep Patient Details Up to Date
Accurate patient information is important when preparing medical bills. Make sure that vital info such as full names, Medicare numbers, and dates of birth are recorded correctly in the system. Even small mistakes, like a missing letter or incorrect number, can lead to claim rejections or delays. It’s a good habit to check these details with the patient before each visit, especially if they are new or haven’t attended recently. Keeping patient records up to date helps prevent errors and makes the billing process more efficient.
Use the Correct Item Numbers
Item numbers must match the service provided to the patient. These codes are found in the Medicare Benefits Schedule (MBS) and are used to describe specific treatments or consultations. Using the wrong code can lead to a rejected claim or underpayment. It’s a good idea to regularly check for updates to the MBS, as the rules and item numbers can change. Taking a moment to confirm the correct item number can prevent billing issues later on.
Record Notes Clearly
Good clinical notes support the billing process and can help if there are questions about a claim. There are important things to include in these notes, such as why the patient attended, what service was provided, and how long it took. Clear, honest records help show that the item number used is appropriate for the care given. These notes also support continuity of care and are useful for future appointments. Keeping records in a consistent format can save time and make it easier to refer back when needed.
Check Billing Rules for Each Service
Some services have special rules that affect how and when they can be billed. For example, a particular item may only be used once every 12 months or may not be billed on the same day as another service. It’s important to check these rules before submitting a claim to avoid rejections. Both Medicare and private health funds may have different rules, so it’s important to be familiar with each. Reviewing the guidelines regularly can help ensure claims are submitted correctly.
Submit Claims Promptly
Submitting claims shortly after the service is provided helps keep payments on track. Delays in billing can lead to missed deadlines, which might mean the claim cannot be paid. Electronic billing systems are often faster and help reduce the chance of losing paperwork. Prompt billing also makes it easier to follow up if there are any issues. A routine system for sending claims each day or week can help avoid backlogs.
Follow Up on Unpaid Claims
Checking for unpaid or rejected claims is an important part of managing billing. Sometimes, claims are missed due to small errors or missing details. Identifying these early allows time to fix and resubmit the claim. Keeping a list or report of unpaid claims can help track what needs attention. Regular follow-up helps maintain steady income and avoids long delays in payment.
Ask for Help When Needed
Medical billing can become complicated, especially for individual practitioners who also manage patient care. If billing tasks are taking too much time or causing stress, it may help to seek support. This could be from a trained billing staff member or an external billing service. Having someone experienced manage the billing can reduce errors and free up time for clinical work. Getting help also ensures billing is handled in a consistent and timely way.
Keep Track of Billing Activity
Regularly reviewing billing activity helps identify patterns, delays, or recurring issues in the claim process. Setting aside time each week to check submitted, paid, and outstanding claims can help maintain better control over cash flow. It also allows you to spot services that are often rejected or underpaid and take steps to correct them. Keeping simple records or summaries of billing activity can support end-of-year reporting and tax preparation. Staying organised makes it easier to follow up with Medicare or health funds when needed.
Why Choose Medbill for Medical Billing for Physicians and Specialists in Australia
Medbill has provided medical billing services to physicians and specialists in Australia since 2008. The team has experience working with both public and private healthcare settings and is familiar with the billing requirements for a wide range of specialties. This includes accurate use of item numbers, timely claim submissions, and management of billing records.
Medbill offers services that cover the full billing process, including claim preparation, submission to Medicare or private health funds, and follow-up on unpaid or rejected claims. Their systems are designed to support the specific billing needs of fields such as surgery, anaesthetics, paediatrics, and internal medicine. The team monitors updates to Medicare guidelines and adjusts billing processes to match current rules.
Over the years, Medbill has managed more than $1 billion in medical claims for physicians and specialists across Australia. Their services include claim preparation, submission, and follow-up, in accordance with Medicare and private health fund requirements. The company applies billing processes that align with current Australian healthcare regulations and item number guidelines.
