HME News

NOV 2018

HME News is the monthly business newspaper for home medical equipment providers. This controlled circulation publication reaches 17,100 home medical equipment services providers, including traditional HME dealers & suppliers, hospital- and pharmacy-o

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Page 9 of 24

HME NEWS / NOVEMBER 2018 / WWW.HMENEWS.COM 9 Do you have the door wide open to write-offs? Write-offs, or missed business because of paper-based systems, can be avoided entirely BY AIMEE SWOPE " WE'RE GOING to have to write this off." A phrase that no manager wants to say or hear in their busi- ness. Unfortunately, many HME companies still use paper-based systems to track patient documentation and forms, which opens the door for write-off risks. With paper comes the potential for lost documents and human error. Below are the top three pain points providers regu- larly experience using paper-based sys- tems and how switching to an electron- ic system can alleviate risk and avoid a write-off. #1: DO MY SERIAL NUMBERS MATCH UP? Serial numbers are a source of write-offs for providers as sometimes the numbers are not correctly translated from equip- ment to paper, or from paper to the com- puter database. A seven could look like a one, or is that a five or six? Knowing exactly what equipment a patient received is crucial and your billing software may not allow for an order to be confirmed unless the serial number is reconciled. To avoid having to write-off a claim because of a serial number error, consid- er electronically scanning serial numbers and barcodes for equipment delivered to a patient. Capturing serial numbers by scanning lets you correctly iden- tify what serial- ized items are at a patient's house and which pieces are on the trucks. Additionally, by using a mobile device to scan in the equipment, the software can auto-sync with the inventory management system to ensure item location records are accurate. #2: WHERE IS THAT DOCUMENT I NEED TO FILE? When paperwork shuffles between the patient, delivery technician and biller, there's a chance a document can get lost or filed incorrectly within a document man- agement system. That one missing docu- ment could be exactly what's needed to file a claim with the insurance company for payment. Waiting for a missing docu- ment can be costly and result in denials or write-offs for past-timely filing. Eliminate the need for technicians to revisit patients to fill out a second form or billers to search through piles of paper- work or document management systems by using an automated electronic process. A synchronized system between fleet soft- ware and document management plat- forms allows for instantaneous transfers of delivery documents from technicians to billers the moment the delivery is com- plete. HME providers can erase the risk of lost documentation by automating the delivery process and, therefore, reducing write-offs and increasing revenue. #3: ARE WE PREPARED FOR AN AUDIT? The dreaded audit! One area of the busi- ness that can be highly scrutinized is showing proof of delivery. Medicare states very strict guidelines as to what consti- tutes proper proof of delivery and an elec- tronic mobile delivery management sys- tem can ensure every delivery made has a compliant proof of delivery complete with signature and date. And in the competi- tive marketplace, it is critical for providers to ensure they are in good standing with Medicare, insurance companies, accredit- ing bodies and other government agen- cies, enabling their business to grow. Fail- ing audits is not an option. A delivery logistics management system that has dispatching and in-field track- ing systems in place allows providers to guarantee there is a log of every delivery made at the exact time and also captures what was delivered along with the proper documentation. With an electronic log of the entire process, managers can avoid the stress of preparing for an audit with confi- dence knowing all information is captured in the system. Write-offs or missed business because of paper-based systems can be avoided entirely by investing in software and mov- ing to automated processes for delivery and documentation. Gone are the days of using paper because "that's the way it's always been done." Companies that are looking to remain competitive and elimi- nate risks in their business are making the switch to relying on technology and are reaping the bottom line benefits. HME Aimee Swope is the customer success manager at Apacheta Corp. For more information, please visit AIMEE SWOPE Downloadable in two formats: Excel PDF Scare away the competition with our Medicare data! 2017 data is here! The HME Databank—now with 2017 data—has what you need to make smart decisions and move your business in the right direction. Determine your market share and track competitors with this comprehensive database of Medicare data. Guest commentary

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