Business Hours   Active Mgt hours of operation: (Monday to Friday - ESDT)   - 9:00 AM to 1:00 PM East Time - 2:00 PM to 6:00 PM East Time   Note 1: Office is closed for a lunch break between 1:00 pm to 2:00 pm.   Holidays and Observances 2010 Office will be CLOSED: -Memorial Day: May 31st -Independence Day: July 05th -Labor Day: Sept 06th -Columbus Day: Oct 12th Mon -Thanksgiving: Nov 25th -Christmas: Dec 24th -New Years Day: Dec 31st     Billing Service Minimum Fee   Please be aware that effective Jan 2009, Active Management will start to enforce the contractual agreement which states the minimum fee as stated below:   “Beginning as of the Effective Date, CLIENT agrees to pay ACTIVE monthly, a base fee of (agreed percent) on collections, or one thousand two hundred and fifty dollars ($1,250.00) dollars, whichever is higher. The one thousand two hundred and fifty dollars ($1,250.00) minimum shall be waived for the first ninety (90) days from the Effective Date of this Agreement.”   If your practice has the billing service’s fee lower than $1,250.00 you may see in your invoice the Billing Service Minimum Fee of $1,200.00.   Hoda Henein, CHBME - President     Medicare EOBs   Active Management has been receiving Electronic EOBs (ERA) for all Medicare payments; therefore your practice no longer needs to report Medicare EOBs on EOB Record Sheet forms. The Medicare EOBs will be posted toward the processed visits as soon as they are uploaded in our system, and the check number and amount summary will be attached to your closing report. This policy will enable Active Management to faster collect secondary insurance and patient balances, and will also enable to focus the follow up on unpaid claims. Please contact our office if you have any question regarding this policy.   Active Management   Simple Actions Can Be a Good Investment!   Active Management is an extension of your office; this means that we all have the same goals… make your practice successful and profitable!   We all should work together as a team facilitating each others tasks. Simple tasks can lead your practice to reap the rewards of faster reimbursement.   Listed below are the simple daily tasks that would make the difference in your finances:   1) Patient Balance: Every time the patient contacts your office for an appointment, the patient’s balance should be the first information to be verified… The patient can be reminded to bring payment with them.   2) Patient Eligibility: Have your front desk employee check patient eligibility before the patient is seen. This will reduce denials for: Non covered benefits, no authorization on file; or plan not effective on Date of Service (DOS).   3) Documentation: Fill out the Superbill by matching the diagnosis to the procedure codes; Have your front desk employees reconciling the days’ productivity by preparing the Day Sheet and EOB Record Sheet and verifying them for accuracy. This will reduce claims suspended for missing information; patients billed twice (payment not posted); and allow us to focus on follow up of denied claims.   4) Suspend List: Have your front desk employees pull up the suspend list and provide Active Management the needed information to get the claim processed and paid. This will reduce the possibility of reaching timely filing deadlines.   Active Management needs your commitment and support in order to better service your practice.   Gisele Fernandes, BA, MIS – Business Analyst       Monthly Report   Active Management has been providing Monthly Financial Reports that allow you to better track your practice’s productivity.   The reports are a summary of your practice End Of the Month closing which includes transactions such as charge entries, payment posting, patient balances etc. The explanation below will enable you to better understand you report.       - Date Range of Information The report is created with data entered during the specified date’s range presented on the top of your report. - Date of Service (DOS) The report includes visits entered into the system for the DOS within the range of dates presented on the top of your report. Also inclusive are any other visits reported to Active for any DOS in which the month was previously closed. - Payments The payments shown on the report are payments received and reported to Active during the dates informed on the top of your report. It does not reflect payment’s for that particular month.Theoretically, this represents the total money collected during the month specified on the report. - Patient Statements In the middle of the report we also reflect the last date which the statement were mailed out, how much was billed out, and how much was collected from patient statements in the last closing month. - Aging Report The bottom of your report represents the Aging Report (A/R) breakdown by Insurance Company and by patient outstanding balance.     - Suspend List The bottom of the report shows the number of claims and amount charged on hold (based on the report’s issued date) which is pending for any needed information from your practice that would enable Active Management to pursue submission and payment of claims.   Please be aware if the answer is not provided to Active as soon as it is requested it is likely that the timely filing deadline would be reached and consequently the practice loses the right to appeal for reimbursement.   In order to better service your practice, Active Management would appreciate receiving your monthly feedback on the form regularly enclosed with your practice’s invoice   Thank you, Gisele Fernandes, BA, MIS - Business Analyst Hoda Henein, CHBME - President