As an Office Manager of a Chiropractic practice, I am left with two years of accounting errors, payments not posted, tons of work that was just piled, and ignored. Lot of money that could have been collected, and my frustration has me a little frazzled. I am not even sure where to start? Any suggestions on where I may begin? Secondly, with all this back work it has been a huge headache trying to find a place for all these EOB's (3 years worth). The current years work I have covered, I just don't know how or what to do with all the rest. Being that the majority of the EOB's are multiples and dates well there is another issue. Should I file them by Carrier, or by month? Should the date they are filed be the date we posted or received or the DOS? Any help will be terrific! Take care. Desiree

Edie Said: I am sorry you have inherited a big mess.  Many doctors find themselves in this kind of problem so believe me this is not uncommon. First of all, never allow cleaning up the past to interfere with keeping the current clean.  Getting the billing out is always the most important.  Sounds like you have that handled. 

The question of how to file the eob’s?  File them by date posted into the computer.  Always use your practice management software as your information source.  Handle each eob completely before moving on to the next eob..  Enter all information into the computer on the same day.  Keep  a chronological filing system for everything you do by date and attached any notes for those eob’s also.  Write or stamp the date on the eob as it is entered.  If you need to deal with it again, you can find it and re-file it if needed. On most management software systems, there is a place to enter notes.  Keep a note in the patient file on the computer system of anything you want to remember and date the note the same day the eob was handled. If the eob is not ready to file away completely, place it into a Tickler System for future handling.

A Tickler System: Purchase 1 set of months tab separators and 3 sets of 1-31 tab separators.  You can buy these at any office supply store.  Hanging file folders works best to use with the tab separators. Place them in a file box or a filing cabinet.  If you find that you must follow-up on an eob or anything else at a later date, place that information or notes behind the date that you will next need to deal with them.  Each day when you come into the office, you will pull everything out of today’s current date and handle it.  No follow-up worries.  You will have it covered.  A tickler system is simple but I have yet to find anything better, easier or more effective in keeping follow-up under control.  You can use this tickler system for all reminder needs.

Keep in touch and let me know how it is going.