Accounts Receivable Review and EvaluationAccounts Receivable (AR) Review
is the process of analysis and work flow necessary to adjudicate invoices that have
not been paid within a certain timeframe. Adjudication of AR may lead to payments,
disallowances, or write-offs of the original invoice.
In today's environment, collection of medical invoices is rarely a simple process.
With the abundance of managed care plans, stricter Medicare and Medicaid regulations,
and the need for frequent authorizations for payment, the amount of older AR continues
to rise dramatically. BSA Healthcare can help you refine your AR processes
and secure proper payment by working closely with the billing agent to identify and
correct problems in the collection process.
AR Frequently Asked Questions
What is the most accurate method of calculating collection rates?
Although every billing agent is not capable of tracking payments, disallowances, and write-offs
back to the original charge, this is the most accurate method of calculating collection rates.
For example, if reviewing a time period that spans the previous fifteen months, calculate the
percentage of payments vs. the original charge, allowing for some future collections for the
AR still in an active status. Then, factor variables such as change in volume, new physician
fee schedules, and/or new payer schedules to predict future revenue streams.
What formulas should the physician or billing agent follow to determine adequacy of collections?
The most important figure in determining the adequacy of collections is the net revenue per patient
visit. This calculation avoids differences in collection percentages that can be artificially altered
by different fee structures. If possible, this calculation should be derived from reports that track
payments back to the original charge. Other important parameters to follow are Days in AR, and % of AR
Greater than 120 days. It is critical that the physician or billing agent understand the flow and
structure of all billing reports, as the parameters may appear "acceptable" even though problems such
as premature write-offs of AR to the collection agency have occurred.
How does the physician or billing agent know if accounts are being handled properly?
The only way to properly assess this is to examine each step of the billing process. Find out how many
claims and statements are routinely submitted. Inquire about what happens when payment is not received.
Track what kind of follow-up work is done on unpaid accounts. Confirm that the billing agent is assigning
adequate resources to the "back end." Physician billing is an intensely detailed, invoice-by-invoice process
that must be evaluated in the many areas where errors often occur.
Key AR Definitions
Days in AR
A term derived by dividing the amount of active AR by the average daily charge (gross days in AR). Net
Days in AR is similar, but substitutes net AR and net charges.
Percentage of AR Greater Than 120 Days
Calculates the amount of AR greater than 120 days old, divided by the total AR, multiplied by 100. NOTE: Other
age dates can be used.
Collection percentage expected to be achieved after all AR is adjudicated. Depending on the internal policy
addressing write-offs of bad debt, ultimate collectibility is usually expressed as a percentage after 12-24
months post date of service.
Amount of AR that cannot be collected secondary to provider accepted fee schedules or contractual terms.
Disallowances can be expressed in absolute terms, or as a percentage of AR.
Aged Trial Balance Report (ATB)
A billing report that lists remaining AR values from historic periods. ATB reports typically list
remaining AR for the past 4-6 individual months, plus a value for all AR older than the oldest
Low Days in AR, and a low % of AR greater than 120 Days, are often indications of an efficient billing
operation. However, these values can also be favorably impacted by premature write-offs to bad debt, or
Elevated values for older AR may have a variety of correctable causes. It is important to examine the
details of every step in the billing process (including provider numbers, managed care contractual terms,
and encounter tracking) in order to discover bottlenecks.
Once problems that directly impact AR are identified, it is important to put processes in place to avoid
Collection and disallowance percentages will be impacted by changes to the provider fee schedule. For
carriers with fixed reimbursement schedules (Medicare and Medicaid), a fee increase will naturally lead
to a decrease in collection percentage.
BSA Healthcare Services
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