This document is intended to help you determine whether BestNotes’ billing and claims capabilities are a fit for your company’s claims needs and billing workflows. You can begin with the following checklist. If any of the following statements remain unchecked, BestNotes may not be the best solution and will require further discussion with our support team.
BestNotes electronic claims checklist
☐ I don’t mind creating my expected volume of institutional claims one patient at a time.
☐ I don’t need to auto-reconcile back to the BestNotes client ledgers.
☐ I understand that BestNotes relies on its vendor partners, EZClaim and CollaborateMD, to facilitate full medical billing functionality, including patient statements and accounts receivable reporting. ClaimMD serves exclusively as a clearinghouse.
☐ My payers don’t require different codes or credentials for the same service.
☐ I don’t regularly make edits to services prior to generating claims.
☐ I don’t have complicated rendering/supervising provider requirements (BestNotes does allow for sending both, and can substitute supervising for rendering in limited ways).
☐ I understand that all edits on sent claims and/or special payer adjustment rules must happen within my billing software vendor solution, e.g. EZClaim, CollaborateMD or ClaimMD and not within BestNotes.
☐ To back-bill services, I understand that I must have my BestNotes fully setup with all needed billing features before adding those services to BestNotes.
It is important to understand that BestNotes staff are not billing specialists and cannot perform any billing setup without guidance from your billing staff. No custom development for billing and claims management can be accommodated at this time for our current product.
BestNotes service tracking
One of BestNotes’ major strengths is documenting services rendered. Clinical procedure codes (CPT) codes can be added in BestNotes to a client’s ledger in a variety of ways, both automatically and manually. All BestNotes claims are driven by these client ledger entries.
Each ledger entry is linked to a date of service, rendering provider, and facility (billing provider or service facility). In order for claims to be generated, additional items such as diagnosis, rendering provider details, and payer and plan information must be configured in advance. This information can then be pulled together to generate a standard message and sent to our billing partners.
We can send claims (HCFA/837p) via secure FTP to EZClaim and ClaimMD.
We have developed an API integration with CollaborateMD.
Claims in BestNotes
BestNotes provides several mechanisms for creating claims from services. Customers who bill professional (HCFA/837p) claims may preview all unbilled services across all clients through the "Preliminary Claims Queue" (PCQ). The PCQ will alert to common claim-related issues and allows for minor service edits. All claims generated from this view are sent with one service per claim.
Another mechanism for working with claims is the BestNotes "Claims Manager." From the "Claims Manager" you can review sent claims and edit already created, but unsent claims. You can also create new claims against patient services one patient at a time. This is also the only mechanism able to create institutional claims (UB04/837i). Institutional claims cannot be generated in bulk.
The heavy lifting of managing existing claims including edits, printing, and status checks are done through our billing software partners. BestNotes does provide service line tracking or statement of services through a register/ledger report filterable by date.
Getting started
If after a review of this document you feel that BestNotes’ current billing functionality is a potential fit, follow the demo and sign up instructions for the vendor of your choice. If you have any further questions, contact us at (866) 543-6646.
BestNotes electronic claims billing software vendors
- CollaborateMD: a comprehensive medical billing platform that integrates with BestNotes to streamline your billing processes. Please review this video showcasing CollaborateMD functionality.
https://help.collaboratemd.com/help/extended-introduction-to-collaboratemd-v10
- Pricing: Please note that all monthly charges will be invoiced by BestNotes. https://www.bestnotes.com/cmd-pricing/
- How to subscribe: A system administrator can sign up in the BestNotes application under Settings, Account Details, under Account Integrations click CollaborateMD.
- Sales: For additional questions reach out to BestNotes sales at sales@bestnotes.comor call 855.489.1792
- Seamless API Integration: Send claims directly from BestNotes to CollaborateMD.
- Integrated Configuration & Onboarding: Our staff understands the complete workflow, providing expert guidance and a smooth, integrated setup experience for both BestNotes and CollaborateMD.
- Accounts receivable and patient statements; automated statements and/or electronic statements are available.
- Integrated clearinghouse - eProvider Solutions.
- Eligibility checking.
- Integrated credit card processing and patient payment portal.
- Detailed analytics and reporting.
- EZClaim: For sales questions or a demo of their product contact EZClaim
- Accounts receivable and patient statements.
- Eligibility checking.
- Attach documents to claims.
- Several clearinghouse options (additional charges apply).
- Additional per claim fee may apply, be sure to discuss specific clearinghouse and claim needs during the demo.
- Credit card processing.
- ClaimMD: For sales questions or a demo of their product contact ClaimMD
- Clearinghouse to process claims.
- NOT a medical billing system (ie. no statements or A/R functionality).
- Eligibility Checking.
- Attach documents to claims using their clearinghouse portal.
- Great option if staying with a separate billing software.
- Be sure to discuss specific clearinghouse and claim needs during the demo.
We are an EHR that can send claims (HCFA/837p) via secure FTP. The above vendors are the only verified vendors, but we are open to testing a connection with your existing billing vendor. To inquire about this option submit a ticket to BestNotes Support or call (866) 543-6646.