Coordination of benefits is an arduous process. It also needs your scheduling team/front desk and your billers to coordinate / collaborate a LOT more than usually occurs in practices.
Several denials are due to coordination of benefits.
Coordination of benefits usually comes into picture when your patient is covered by multiple insurances / health plans. By law (COB provision and regulations), all health plans are supposed to coordinate amongst themselves to reduce any chances of duplicate payments for the same procedure(s). It is also built in this way to maximize the benefits and coverage that a patient obtains.
According to regulations, the primary payer is supposed to pay first.
The secondary payor is supposed to pay next.
The tertiary payor is supposed to pick up the rest.
It is YOUR job to know all the insurances that the patient is covered by. This is a crucial task for the scheduling team or your front desk. Each patient registration needs to have ALL the insurances that a patient has.
On this page
Get the insurance details at each visit
Our recommendation (based on research and our own experience) is that your scheduling team needs to get in touch with the patient a few days before the appointment to ensure that they truly do know the insurance details of the patient.
Keep in mind that patients flow in and out of insurances many times and the primary/secondary/tertiary coverages will change over time.
This also means that you need to have a concerted effort to keep your patient coverage information up to date as much as possible.
It does not hurt to ask the patient one more time when they are checking in for their appointment at your front desk. Ask the patient about their spouse and dependents as well.
Ensure that you have a policy about this,
Make sure you submit the primary payer’s EOB each time
Each payer has their own rules. But every payer does require you to submit the EOB of the primary payer along with the claim you submit to them.
Make sure that you have a checklist created per payer and share it with your billing team.
When your medical billing team is doing their due diligence before submitting the claim, it has to pass this “checklist”.
Make sure you understand primary and secondary payer determination
Sometimes you can get this info when your eligibility verification team is doing their job. Sometimes you do not.
As a general rule of thumb, if the patient themselves is a subscriber, then the payer of that patent is going to be the primary payer.
Know about the birthday rule – this comes into the picture if the patient is a dependent. When a dependent child is covered by both parents’ benefit plan, then you need to find the parent whose birthday (date) falls first in the year. The person whose birthday falls first in a calendar year is considered as the primary. The payer of that parent will be considered as the primary payer.