Plus, when you have a bulk check you still only need to scan it once, you can link it to as many patients as you need. All-Things-Medical-Billing.com provides this website as a service. Overall, there is no definitive answer to the question of how long should a dental office should keep EOBs on file. When its time to get rid of old medical records, be sure to shred them before disposal so that no one can steal your personal data if they find the document, Patel says. Is that right? Also, it is asked, How long should I keep EOB statements? If you complete services for a patient you receive an EOB and a check for payment. I would ask the patient why they want the claim form, and based on their answer, make the decision whether or not to provide it. The questions end here with some guidelines from experts on which medical records to keep and for how long. CMS requires that providers submitting cost reports retain all patient records for at least five years after the closure . All offices have patients that call and dispute an invoice or ask why a certain procedure wasnt covered. Where can you keep them? How long should you keep patient medical record after they have pass way? According to a CMS podcast, "HIPAA rules require a Medicare Fee-For-Service provider to retain required documentation for six years from the date of its creation or the date when it last was in effect, whichever is later. And if so, how long should I keep them? Service Date: The date the procedure was performed. Our vision for this site is to create a helpful and informative resource for billing and coding related topics. They should be kept in a safe and secure place so that they can be referred to when needed! The medical center brings in multimillions of dollars in grants each year. On the other hand, healthcare providers could take the position that eobs are not part of the medical or billing record . The cookie is set by the GDPR Cookie Consent plugin and is used to store whether or not user has consented to the use of cookies. Insurance companies usually keep data for seven to 10 years depending on state laws, so you should do the same. I read a good discussion on this topic that referenced the CMS regarding retention of financial records that requires all financial records and supporting documentation be retained for at least 3 years. The typical requirement is 10 years after the patients death, however some practices keep their records longer. BUT Medical providers are not insurance companies and must follow the federal law of 6 years, unless their state law overrides this. What should the minimum retention policy be based on? For 3 years after the April 15 deadline, keep tax return forms, schedules, and all information that supports your tax forms. Fax: 1 (860) 730-6460. The EOBs are an important part of the dental offices records. Sometimes we get them through a patient portal. EOBs stand for Explanation of Benefits forms. A dental insurance Explanation of Benefits (EOB) or ERA is part of the patients financial record therefore, an EOB must be maintained. Check your state law first, as most states have their own requirements. Cigna, a large health care insurance carrier, recommends that you keep EOBs for at least one year. These cookies will be stored in your browser only with your consent. This website uses cookies to improve your experience while you navigate through the website. A complete and accurate dental record is very beneficial to the patient. Jerilyn V. You will need to update your manual with information on the privacy requirements of the HITECH Act if you have an EHR. It also states the subcontractors for Medicare Advantage providers (those companies that a larger insurance company might subcontract to in areas they do not cover) must follow this same rule. They will be able to help you understand your coverage and what you are entitled to. The EOBs are helpful in tracking payments from different sources, such as primary and secondary insurance carriers, including Medicare. by Scott | Jun 21, 2022 | Dental Billing | 0 comments. It depends on the type of document youre storing. I would think electronic files that are organized and backed up would be preferred. If a patient request to see the billing forms cms1500, do I have to provide it? However, you may visit "Cookie Settings" to provide a controlled consent. The only way you can audit your poster is by pulling the days work and matching it to what is in your billing system. Any form that directly relates to the care a client receives should be located in one central place the medical chart. These cookies will be stored in your browser only with your consent. You can store them along with (but separate from) your own vital records. Then, plan to pass them down to your beneficiary after your own death. Records of a minor child shall be maintained until the child reaches the age of 18 . 2 How long do you have to keep insurance explanation of benefits? Automated page speed optimizations for fast site performance. PO Box 55290. This is a very good question. I also work closely with our Forms Design Anaylist. If youre being charged for late payment long after a treatment, look into your local laws. EOB Denials. Physicians do not need to pay licensing fees indefinitely if they are no longer using the product. Develop a simple system of storing EOBs that works for you. You can set up your, Google account with access for your beneficiaries, From a legal standpoint, some experts say you should have a hard copy of any records. Contact me at marypat@managemypractice.com for more information. Certain conditions are genetic and past conditions can dictate future diagnoses and treatment. Most EOBs are accessible through the insurance companys website via a unique login assigned for each dental practice. How long should I Keep my Explanation of benefits? Keeping electronic dental health records safe is not just good business practice; it's a HIPAA requirement. However, if you have the capability, you can scan the superbills and destroy the paper copies. Organize each saved file by date so its easy to look up for future reference. Is a special release required? Share a password-protected document with a trusted person that contains a master list. EOBs, or Explanation of Benefits, are documents that your dental insurance company sends you after they have processed a claim. Do you know of a law that requires that blank forms and their numerous revisions be kept for that long? This cookie is set by GDPR Cookie Consent plugin. Image via Wikipedia. 08-10-2017 10:41 AM. A federal government website managed and paid for by the U.S. Centers for Medicare and Medicaid Services. After youve been in business for a few years (or if your practice is a smashing success!) ord=Math.random()*10000000000000000; You should always save your Explanation of Benefits forms until you get the final bill from your doctor or health care provider. You still only need to keep the EOBs for as long as your state mandates. Most medical reimbursement plans will accept a printout of the days transaction. Keep in mind that Medicare/Medicaid requires 5 years of retention for billing purposes. Should you keep all your medical records? Remember, youre responsible for their confidentiality and integrity. I would think electronic files that are organized and backed up would be preferred. I have also known some patients to use the claim form for their medical reimbursement plan. Keep your EOB someplace easily accessible until you match it with its corresponding hospital or doctors bill; then file the two together (and keep for a year). Im sorry I cant answer your question about accreditation, but maybe another reader can answer your question, or you can contact your specialty society. document.write('