Gather information to aid collection process

Tara Meek of Physicians Credit Bureau offered some advice to help physicians improve their own collection efforts:

Know the patient

Learn as much as possible about the patient and make your credit policy clear before the service is given. Physicians should obtain:

the patient's full name and birth date;

the full name of person financially responsible for the patient, their address, work and home phone numbers, and a phone number for a relative;

the patient's Social Security number;

the patient's employer, job title, supervisor, address and phone number;

the name and address of the patient's insurance company, and verification of this information at the time of the visit, if possible.

Predict potential problems

Indicators of potential collection problems include:

several jobs in a short period of time;

frequent moves;

no phone.

Procedures

Tips for successful collections include:

get payment at the time of treatment; if insured, ask for the portion not covered by insurance;

send an itemized statement within 30 days of the patient's visit;

30 days later send another statement;

14 days later send a friendly reminder;

10 days later call;

if there is no response, send a final letter stating that the account is being placed for collection.