oct282009 preisslbriggs

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Dental Insurance Overcoming Challenges & Managing Effectively Debbie & Paddy Victoria, BC 2009 The Rules Have Changed Our Dental Profession Deserves To Be Treated With Fairness & Respect Topics: Dental Insurance difficulties & effective strategies Informing patients regarding the challenges the dental office faces Educating patients about their role & responsibility Utilizing verbal skills, forms & letters Diagnosis based on patient needs versus insurance The impact of AR and collections Consideration, planning steps, and anticipated outcome of transitioning from assignment to non assignment We Want To Know What Insurance Challenges Are You Facing? Challenges Dental Practices Are Facing Patients not understanding their coverage Not being able to obtain adequate coverage information from the insurance company Pay patient only plans Pre-auths only being issued to the patient Pre-authorized treatment being declined Unusually slow payments or partial payments Limited re-submission time frames Claw back payments

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Page 1: Oct282009 preisslbriggs

Dental InsuranceOvercoming Challenges

&

Managing Effectively

Debbie & Paddy

Victoria, BC 2009

The Rules Have Changed

Our Dental ProfessionDeserves

To Be Treated With Fairness

&

Respect

Topics:

• Dental Insurance difficulties & effective strategies• Informing patients regarding the challenges the

dental office faces • Educating patients about their role & responsibility • Utilizing verbal skills, forms & letters • Diagnosis based on patient needs versus insurance • The impact of AR and collections• Consideration, planning steps, and anticipated

outcome of transitioning from assignment to non assignment

We Want To KnowWhat Insurance Challenges

Are You Facing?

Challenges Dental Practices Are Facing

• Patients not understanding their coverage• Not being able to obtain adequate coverage

information from the insurance company• Pay patient only plans• Pre-auths only being issued to the patient• Pre-authorized treatment being declined• Unusually slow payments or partial

payments• Limited re-submission time frames• Claw back payments

Page 2: Oct282009 preisslbriggs

Dental Insurance is Intended To

Make Dentistry Affordable

Never Intended to Cover Everything

Dental Insurance Companies

Are In the Business to:

Sell Dental Premiums

Not pay dental claims

Explanation of This Statement

• Information regarding coverage not forthcoming

• Pre-authorizations issued by Dentist, are most often sent to the patient

• Not allowing coordination of benefits

• In some cases pre-authorized treatment is not paid

• Unreasonably short re-submission policies

Dental Insurance Does Not Have:

A relationship with the dental practice

Page 3: Oct282009 preisslbriggs

Criticisms Aside

We do earn money from dental insurance

We have to strategize in order to survive

If you are an assignment practice & get paid directly by the

insurance companythen

you have to learn how to play the game to win

Accounts Receivable Facts

&Financial Comparative Analysis

Here’s how you’re A/R dollar is greatly reduced when it’s paid

late!

• 60 days past due - .61 cents

• 90 days past due - .38 cents

• 6 months past due - .18 cents

This Strongly Affects Your Cash Flow

Firstlets examine the bigger

picture

Page 4: Oct282009 preisslbriggs

Building a business&

building relationships

& providing healthcare services to patients

What is your philosophy

regarding dental insurance?

Then & Now

We are no longer able to do what we once did

• Costs far too much time & money

• Reduces quality time with patients & time spent in more valuable practice management areas

• Not able to communicate effectively

with the insurance companies

• Lack of control = us looking incompetent

• WE MUST EDUCATE THE PATIENT ON THE CHANGES & THEIR RESPONSIBILITY

We Must Change our Mind Set

In order to be effectivethe entire dental team

has to support the philosophy & approach to

be taken with patients

If the entire dental team does not support the philosophy and

approach to be taken with patients regarding dental insurance

It can……

Page 5: Oct282009 preisslbriggs

Cost you money!

alienate staff membersconfuses patients

poor Treatment Acceptance

Are your administrative staff comfortable

communicating with patients about

Money?

Fees, patient portions, amounts not covered, maximums

reached

We can offer solutions&

strategies regarding dental insurance

However, it’s up to the entire team every day

Begin

1. Managing Expectations

Yours & The Patients

Dental Team Expectations

• Patients understand their responsibilities

• Patients understand the difficulties involved & appreciate your efforts

• Patients understand why they require treatment & the benefits of the treatment

• Patients don’t assume everything is covered

What Do Patients Expect Regarding Dental Insurance?

• Want to use their benefits to their advantage

• Informed of what will take place financially

• Given options

• Be involved in the process

• No unexpected occurrences

Page 6: Oct282009 preisslbriggs

Can we meet those patient expectations?

Not In Every Instance Because

Dental practices don’t have a relationship

with the insurance company

Privacy Act

How do we manage patient expectations? Effective Communication

Begin by:reviewing each team members

role regarding dental insurance

Dentists Role

• Dentists diagnose treatment according to the patients needs rather than their dental insurance coverage

• Routinely record in your diagnosis: the reason/rationale for treatment

• Our suggestion – don’t discuss money

Page 7: Oct282009 preisslbriggs

Hygienists Role With Insurance

• Regardless of insurance coverage!

• Educate patients on the importance of periodontal health, it’s relevance to their current dental status & the correlation to their over all general health

• New Data – a high% of infections in our body are directly related to periodontal disease – lung & heart/cardiovascular

Scaling and Root Planning

• Hygienist discusses and educates the patient regarding their need for any additional scaling / root planing

Regardless of their dental insurance limit

Have printed information available & use photography

Hygienist Script

• Patient – I am not covered for 3/ 6 month hygiene appointments ( Never say cleaning)

• Hygienist – When you compare the cost to the benefits of this preventive treatment, you will find it quite affordable. Lets go see Paddy at the front desk and find out the cost.

CDA’s Role With Insurance

Continues the education process with patients on:

• The need & rationale for treatment

• Liaison with the receptionist regarding financial concerns the patient may have

• Supports the policies of the office

Administrative Role

• Responsible for overseeing the collection of information

• Communication & follow through of policies

• Empathetic

• Perform insurance tasks

• Follow through

If We Properly Manage Expectations

Then Patients Will:

• Understand insurance challenges & :• Pay their deductibles • Pay their co-insurance• Pay for uninsurable services• Pay maximums when reached• Pay differences in fee guides• Pay any insurance shortfalls• Pay for fees above the fee guide

Page 8: Oct282009 preisslbriggs

How do we do this?

Educate your patientsin advance of the

appointment

Know who you are talking to

What’s your approach

Know yourself Know each other Personality Profiling

Generational Differences

Golds

Gold - needs to follow rules

- respects authority / professional

- organized, good with details

- believe work comes before play

- values home, family and tradition

Greens

Green - cool, calm, self controlled

- does not express emotion

- information ‘gatherers’, research

- excellent problem solvers

- values intelligence - thinker

Page 9: Oct282009 preisslbriggs

Blues

Blue - people oriented, empathic, unstructured

- “people come first”, appreciates feedback

- values authenticity, honesty, team

- good communicators, establishing rapport &keeping confidentiality

Oranges

Orange - determined, driven, decisive

- competitive, thrives on variety

- risk taker, courageous

- good at managing multiple projects at once

- values action, freedom, quick completion of tasks

Differences Between the Four Generations

• Matures

• Baby Boomers

• Generation X

• Generation Y

Matures – 1922 – 1943 (64 – 85 years old)

Values

• Dedication and sacrifice

• Duty before pleasure

• Hard work

• Respect for authority

• Adherence to the rules

Matures Cont’d

Work Ethic

• Seniority and age directly correlated

• Tend to respond well to directive leadership

• Obedience and conformity over individualism

• Work is a priority

Baby Boomers – 1944 – 1964 (43 – 63 years old)

Values

• Optimism

• Idealistic

• Team orientation

• Personal growth

• Personal gratification

• Health and wellness

Page 10: Oct282009 preisslbriggs

Boomers Cont’d

Work Ethic

• Service oriented

• Driven by the legacy of WWII

• Uncomfortable with conflict

• Can be overly sensitive to feedback

• Can be judgmental of those who see things differently

Generation X – 1965 – 1980 (27 –42 years old)

Characteristics / Values• Accept diversity• Think globally• Latch key kids – single families• Balance work / life (family first)• Grew up with recession• Technologically literate• Informal• Self reliant• Reject rules• Practical• Have multiple careers• Involved in extreme sports

Remember with Generation “X”

The value of time is very important to them

Generation Y - approx 1980 –2000 – (27 and younger)

Characteristics / Values

• Technologically brilliant• Optimistic• Realists• Individualistic• Globally conscious /

environmentally aware• Street smart• Sense of entitlement• Irrelevance of institutions

More about Yer’s

• Product of self esteem movement

in the 1990’s – where all children were WINNERS

• Want constant open communication and positive reinforcement

• Want to reduce stress

• Believe age and experience are irrelevant, what matters is ability

More about the Yer’s

• Because they have been overpraised and protected from feeling unsuccessful – they often struggle with processing failure and criticism

• This generation frequently lacks the ability to internalize the lessons they need to learn

Page 11: Oct282009 preisslbriggs

Latest Statistics Say

• Regarding Generation Y

On the horizon of the workplace looms the bulk of Generation Y. At over 80 million strong

they are the next big workforce we will experience, so it best to prepare now

and get familiar with what is to come –there is no alternative!

Generation X & Y

Will represent 60% of the workforce by 2012

Begin by Verbally Educating Your Patient

• The intention of dental insurance

• The difficulties & challenges you face

• Their involvement & responsibilities

• What your willing to do & who can help

• What they should expect

• What are their options?

What does this information mean to us in dentistry?

In your group discuss the approach you need to take with each personality type &

generation regarding your dental insurance policies

Specific Verbal Skills

• Insurance is a contract between your employer and the insurance company

• The Privacy Act has limited us in obtaining personal information

• We are third party and do not have a relationship with your insurance company

Forms

Assist with cooperation

often as a gentle reminder

Page 12: Oct282009 preisslbriggs

Develop a Letter

• That informs your patients of the changes we experience continually regarding their dental plan

• The letter should include the signature of both the office and patient. It is then placed in the patients chart * reason

Insurance Letter Suggestions

• Dental benefits are changing rapidly with many reductions in your coverage

• Insurance companies do not inform the dental offices of changes to your policy

• Often, your dental benefits will not cover 100% of treatment

• We encourage our patients to talk to their insurance company regarding the coverage of their plan. This will avoid any disappointments regarding the decline in payment of treatment

Memo to the Patient *Dr …………………………………..Address…………………………….

MEMO TO ALL OUR PATIENTS WITH DENTAL INSURANCE

As a service to our patients we want to continue to bill your insurancecompany, however, as a third party we are unable to acquire patients’personal information. Because of this we have had to incorporate an officepolicy where the patient must communicate personally with their insurancecarrier regarding their coverage, including any limits and then relate theinformation to our office.Any treatment that exceeds the limit of your individual plan will be yourresponsibility and billed directly to you.

Please sign and date where indicated below. Date_______________________________________________________ __________________________________Patient Signature Office Signature

Additional Ways To Inform Patients

• Mail-out

• Email news-letter

• Website

• Signage

New Patients with Insurance

• When they call to make the appointment:– Ask if they have insurance

– Inform them of your policy (patients are responsible for their insurance coverage)

– Ask them to complete the insurance information form

– If they do not, they will pay up front for the first appointment

Dental Insurance Information RequiredPatient and birthdate______________________________________________________Insured person and birthdate_______________________________________________Employer_______________________________________________________________Employer’s address and phone number_______________________________________Effective date of insurance coverage_________________________________________Insurance carrier_________________________________________________________Group / policy number____________________________________________________ID / Employee / Cert number_______________________________________________Dependent number_______________________________________________________Percentage of coverage Basic_________ Major_________ Ortho_______________Deductible______________________________________________________________Annual financial limit________________ calendar / rolling________________________Bill direct or reimbursement plan____________________________________________Employee signature required_______________________________________________Dual coverage allowable___________________________________________________Authorized employer signature required_______________________________________EDI / Itrans transmission possible___________________________________________

Recall limit________________________________________________________Scaling / root planning maximum_____________________________________________Composite restoration on molar teeth_________________________________________

Fissure sealants covered on children / adults____________________________________Is this plan covered by current fee guide ______________________________________What is the re-submission time frame allowed __________________________________

Page 13: Oct282009 preisslbriggs

Common challenges we face and strategies

• Minimal information provided by insurance company

• Subscriber/employee has to sign the form

• Employer signature is required

• Insurance does not pay the current fee schedule

• Unusually short re-submission time

Strategy

Our recommendation is to not direct bill these plans

Consider them “Pay Patient Plans Only”

Patient “My last dental office did everything with my insurance”

“I can understand your concern, however there are new changes daily affecting dental insurance and soon

most all dental offices will be implementing these policies”

Educate your patient on the difficulties

Show empathy

Offer your patients options

What you are willing to do for them:

• Collect the fee for service from them

• Send in the form on their behalf to help them receive their benefits

• Explain that they will be paid promptly by their insurance company

• Tell them that there are better more service oriented plans available

Preauthorization Challenges (Rejection)Ensure the Following Information:

• All relevant information is provided:• Clinical description/rationale• Missing teeth• Current restoration in place & date• X-rays, photos or models included• If pre-authorized treatment changes while

treating the patient or if you are performing treatment due to an emergency always include the above

Page 14: Oct282009 preisslbriggs

Preauthorization Challenges

• The approval is sent to the patient

• Strategy: Have the patient sign a statement on the form

• “I Debbie Preissl request that you provide a copy of my approval information directly to my dentist Dr. Schmidt”

Resubmission Challenges

• # 1. EOB

• 2. Call Insurance first, enquire the reason & document

• 3. *Enquire if there is any specific time period to re-submit & document*

• Print additional claim at the time of treatment and it is signed by the patient

• Use re-submission signed form

Resubmission Form

I, Brenda Smith, hereby authorize my dentist, Dr. George Jones to resubmit on my behalf to my dental insurance company for dental treatment previously performed but not received by my carrier

Date:__________

Signature: ________________

Billing Dual Insurance Challenges

• Our recommendation is to not bill the second plan directly

• Bill first plan only & patient pays for the secondary at time of treatment

• Print up the second claim for patient & send on their behalf after receiving your first carrier payment. *

Here’s how you’re A/R dollar is greatly reduced when it’s paid

late!

• 60 days past due - .61 cents

• 90 days past due - .38 cents

• 6 months past due - .18 cents

Insurance Challenges Continued

• Not knowing the patient’s previous dental history, therefore unknown maximums can occur

• Strategy: Ask the patient questions re their former dental health & explain this difficulty in advance to them

Page 15: Oct282009 preisslbriggs

100 % Coverage/Dual CoverageIs There Such a Thing? *

• Deductibles

• Composite versus amalgam

• Lab costs & gold versus porcelain

• Fees above the fee guide

• Maximums reached

• Uninsured procedures

Verbal Skills

• Eye contact – same level• “Paddy that is good news, sounds like you have great coverage,

however we have found that with many of our patients who are covered by two plans often it doesn’t mean that they actually have 100% coverage. For example:

• Lab fees sometimes exceed what your plan will allow• Maximums may be reached on treatment performed on this tooth

prior to this procedure• Paddy be prepared that you may have to pay something towards

your treatment• We will do our best to provide you with an estimate however on

occasion dental insurance companies continue to surprise us• Document this conversation and do provide estimates!

Shortfall Payment Challenges

Strategy:

• Educate your patient in advance that short fall payments can occur

• Explain your policy on payment collection

• E.G Credit card on file, or statment

Credit Card on File Form• AUTHORIZATION DENTAL CARE FORM• I authorize ____________________________________________ Dental Clinic to keep my

signature on file and to charge my:• VISA MASTERCARD OTHER• for any balances not covered, or any balances not paid for by my dental insurance within 60 days.

I will be notified of the balance due and the date of•• I understand that this form is valid unless I cancel the authorization through written notice to

______________________________ Dental Clinic.• I also understand that this information will be kept strictly

confidential_________________________________________________________________• Patient Name• _________________________________________________________________• Card Holder• _________________________________________________________________• City Province Postal

Code• _________________________________________________________________• Credit Card Account Number Expiration Date• _________________________________________________________________• Cardholder Signature

Verbal Skill

“Sally, I am so sorry that your dental insurance didn’t pay for this service. You pay your premiums in good faith and expect your dental treatment to be covered.”

“Sally, we are seeing more and more of this happening where insurance companies are covering fewer services. We are recommending to all our patients that you personally contact your employer regarding this shortfall and make them aware that there are far better plans out there that cover these services……

Higher Fees

• Make sure your higher fees are well thought out

• Communicate this to your patients in advance of their appointments

• Must provide written estimates prior to their appointment – dated & signed

Page 16: Oct282009 preisslbriggs

Higher Fees

• Dr. Smith’s fee for a crown is $1,000.00

• BCDA fees PFM $613.40• Lab fee $250.00• Total $863.40 X 50% =$431.70• Insurance will pay approximately:

$431.70 towards your crown• Your approximate portion is $568.30

Verbal Skills –Why Your Fees Are Higher

• Dr. Smith has over 15 years of experience

• Latest Technology

• Continuing Education Courses

• An outstanding lab that produces high quality work

The next series of dental insurance challenges

Are very serious in nature

Strategies are to follow

Pre-authorized treatment

Payment declined!

BCDA Broadcast News

PBC previously requested dentists to take x-rays of their final

restorations and send them into to PBC along with the claim.

That is an unethical request

Does not fall under the current generally accepted professional

standard of care

Page 17: Oct282009 preisslbriggs

What can you do about this?

Notify the patient

Notify the BC Dental Association

And Notify……*

Authority RegulatorsThat Govern Insurance

Companies in BC

Enforce Discipline Standards

• Office Hours8:30am to 4:30pm Monday to Friday except holidays.

Financial Institutions CommissionSuite 1200 - 13450 102nd AvenueSurrey BC, V3T 5X3

• Complaints and Inquiries 604 953-5200On-line Complaints: Complaint Form Reception: 604 953-5300Toll Free : 866 206-3030 (outside local calling area within B.C.)Fax: 604 953-5301General Email:[email protected] Applications: [email protected]

FICOM

• Complaint Handling Procedure FICOM has a process in place for investigating complaints arising from the conduct of members of the real estate, pension plan and financial services sectors. All complaints are responded to in a timely and professional manner in keeping with our regulatory responsibilities and commitment to service. Complaints can be submitted in written form, by telephone, email or by the on-line form below. To ensure complaints are addressed in the most expeditious manner possible we recommend that all relevant information and applicable documentation is included or will be forwarded upon request. All complaints are filed for tracking and statistical purposes, even in cases where follow-up action is not required.

Federal office of the Superintendent Of Financial

Institutions1-800 385-8647

Dentists Unite

• We have to take back control of the financial aspect of the practice

• We must not accept unfair practices by insurance companies

• We must educate our patients

• We must pressure our dental organizations to assist us with this

Page 18: Oct282009 preisslbriggs

Accounts Receivable

Collections and Controls

Healthy Accounts Receivable Is Dependent Upon:

• Staff comfortable with fees

• Have policies & plan

• Communication

• Consistency & follow through

The importance of following your financial policies &

protocolWill greatly reduce your AR and

time spent on collections

Financial Policies

• Educate you patients regarding their dental insurance

• Always provide written estimates

• Provide your patients with a financial plan and your expectations on payment

Payment Policies Posted

“Payment is anticipated when services are performed”

1. Reception area

2. Brochures

3. Website

4. On statements

5. Verbally

Do You?

• Provide verbal andwritten estimates – patient must sign!

• Provide financing options

• Ensure patients are awareof payment methods

• Remind patients of financial arrangements

• Have a plan for any uncollected balances!

Page 19: Oct282009 preisslbriggs

If Patient Does Not Pay At Appointment

Explain The Following

Script

• Mrs. Smith, at the end of the day, Dr. Smith and I go over the reports and he will ask me why I haven’t collected your balance as it is our policy.

• I need to let him know what plan I have made with you…Pause for patient’s response.

• Document plan and give yourself a reminder ie: Tuesday May 25th Call patient for Visa

Or if they do not have a credit card

"Mrs Jones, do me a favour - I'll give youthis self addressed envelope and whenyou get home just put a cheque in it anddrop it in the mail. Here I'll even put astamp on it. Thank you, I reallyappreciate that!"

Document and follow up!

Consistently Work on Your Accounts Receivable

Set a goal

2 – 4 hours weekly?

Print an Aged Accounts Receivable Report Every Month

• Be sure the insurance and patient balances are listed separately

• If you have more than one doctor print a separate report for each one

• Check the balances owing and the aged percentages

Aged A/R Percentages

• 0 – 30 days - 70%

• 30 – 60 days - 25%

• 90 days and over - 5%

Page 20: Oct282009 preisslbriggs

Accounts Receivable ProcessInsurance

• Working from your A/R report focus on any accounts overdue 60 - 90 days first

• Automatically call the insurance company – find out why it has not been paid

• Resubmit if necessary – use re-sub form or secondary signed form *

• If there is a legitimate reason why the insurance company has not been paid the claim – transfer the amount to the patient

DOCUMENT, DOCUMENT, DOCUMENT

Insurance unpaid portions (short falls)

Follow Policy:

Contact patient & collect via credit card

Don’t be afraid to tell the patient this is not a good plan!

Or

Mr Patient, you need to speak to your employer about this

situation!

Statements To PatientsWith Insurance Unpaid Portions

• Transfer balance to patient ledgerdocumenting why!

• Print up statement

• Photo copy insurance remittance

• Provide brief description of denial

• Provide insurance company contact information*

Insurance AR

• If you have put through a payment and notice the previous visit had not been paid: “do not automatically resubmit”

– Contact the insurance company, verify coverage, address get name of person to send attention to

– Re-submit & make notes

– If employer’s signature is needed, send attention with addressed envelope

– Follow-up on specified time

Patient Collection Process

• When your initial plan of receiving payment failed

• When contacting the patient – home number, work or cell

• Do not leave a detailed account message regarding the reason for your call

• Use -“Mrs Smith, this is Paddy from Dr Brown’s office, would you please call me as soon as you can at …….

Page 21: Oct282009 preisslbriggs

Overdue Account

• Explain to the patient that their balance owing is overdue

• Suggest they give you their credit card

Verbal Skills for Overdue Accounts

Be Nice!

• "Mrs Smith, in looking over your account I noticed that we have not received your payment. Is there any way we may be of help, or is there a problem with this account?" If the patient says “No, I will send you a cheque right away!”

• REMEMBER FOLLOW UP - Give a SPECIFICdate that you'll expect the payment into the office.

Patient who promised to pay

• “Ms Black – We haven’t received your payment – is there a problem regarding the payment?”

Patient who promised to pay by cheque

• Mrs Black, our records show we have not received your cheque. May I ask that you call your bank and put a stop payment on the cheque and issue us a new cheque today. This will insure that only one cheque is cashed. Today is Monday. I'll make a note on your account that we should receive the replacement cheque by Friday."

Follow up call

• "Mrs Smith, when I spoke to you last Monday you indicated you would send us a cheque immediately. Today is Tuesday (of the next week) and I stillhaven't received your payment. I'm here until 6:00 pm today, when would be a good time for you to drop by with the cheque?"

Page 22: Oct282009 preisslbriggs

If you have been unable to speak to the patient after

numerous attempts

Send a Letter

• Our accountant has instructed me to send him / her all accounts that are overdue 90 days.

• I hesitate to do this until I have spoken to you directly as it usually means the account will go to collections and this could affect your credit rating

• Please call me as soon as possibleDouble Registered

Be Willing to Work With Your Patients

• Listen to the patients concerns & be empathetic

• If it is a long overdue account and they are willing to pay organize a monthly payment plan

• If possible you do not want to lose a patient over a bad debt

Do not send uncollected balances to a collection agency

Without contacting patient to inquire why – send written documentation –

double registered!

Collections

• Careful regarding the Privacy Act

• If you use a collection agency, don’t allow the patient to pay you directly

Keys To Collections

Follow upPersistence

Comfortable with collecting moneyDocument, document, document

Page 23: Oct282009 preisslbriggs

Monitor Your Accounts Receivable

Your collections should be no lower than 98% of your

production

AssignmentVersus

Non Assignment

Thinking about this?

Big decisionImpact on the practice

Need a well thought out planAll staff must be onboard

Excellent communication skillsDemonstrate empathy

First

Consider influencing factors

Current Economic Climate In BC

• BC economy currently is uncertain

• Downsizing

• Rise in self employment

Increased consulting & contract work Part time work

• Contributes to a changing attitude toward the work place and affects & reducesdental benefits

Pros/Cons of Accepting

Assignment

Page 24: Oct282009 preisslbriggs

A Big Consideration: Your Practice’s Patient

Demographics

Pros/Cons of Accepting Assignment

Pros –

• Patients generally will accept treatment if it is covered by insurance

Cons –

• Challenge & time dealing with insurance companies – access to information

• Increased accounts receivable

• Time spent regarding collections

The Decision to go Non Assignment should also

includeInput from the dentist & staff

regarding the degree of facilitation

Levels of Non Assignment Facilitation

1. Patient pays upfront, (patient knows to regularly provide policy information to the office) The office submits the claim on the patients behalf to the insurance company –patient is reimbursed by their insurance

2. Patient pays upfront, office provides patient with claim forms, no other facilitation

Laying out a plan to go non assignment should include:

• Understanding the impact/expectations

• Timing

• Communication

• Financing solutions / options

• Exceptions

• Evaluating the change

Understanding the Impact/Expectations

• Resistance and negativity

• Staff relationships may be affected

• Financial loss

• Loss of patients

• Increased credit card fees

• Added stress (temporary)

Page 25: Oct282009 preisslbriggs

Timing

• Forecasting – look to the future• Inform before you perform (minimum one

year)

We don’t recommend proceeding if the practice is facing other challenges:

• New Associate• A new increase in fees• Change in location• New dental practice management software

system

Communication

• Inform before you perform: You may choose to:

– Personally hand out letters to every patient well in advance & notification in chart & computer

– Explain terms - how, why and when– Notices posted in the office - op’s, reception area– Mail out letters to patients– Terms on brochures– Terms on website– Terms on statements

• The entire team is onboard and communicates the changes– Talk it up!– Personality profiling

Financing Solutions & Options

• Interact Visa, MC, Amex

• Preauthorized debit payments

• Increased line of credit

• Dental Financing

• Interoffice financial plan ( only for those you and know well) Max 2-3 payments for no more than 2-3 months

• Dental practices are not banks!

Exceptions if & when

Possible Exceptions If & When

• MSSH

• NIHB

• Large cases

• Large families

• Elderly or diminished capability

Summary

• Know where you are before considering a change

• Understand the possible impact on the practice

• Have a plan & be organized

• Everyone is onboard & supportive

• Be flexible, but be committed, anticipate challenges

• Regular staff meetings to discuss progress and challenges

• Monitor & evaluate the outcome

Page 26: Oct282009 preisslbriggs

In our experience with practices going non assignment

• With a well thought out plan

• Involving all team members

• Strong Communication

• Bumps along the way

• The offices that have successfully worked through it, say they would never go back!

Incorporated Business’Can Direct

$10,000.00 per calendar year for them, employees & family as a

direct business expenseSee your accountant for details

Self Directed Benefit Plan

We are there if you need help

Paddy Briggs(604)454-4000

[email protected] Preissl

[email protected](778)891-6050