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Promoting Charge Capture at the Point of Care

Did you know approximately 86 percent of mistakes made in the healthcare industry are administrative?  And administrative gaffes account for up to half of all medical errors in primary care?

Fortunately, the emergence of a myriad of technologies has decreased this number. One such solution is electronic charge capture. The transition from paper-based to electronic charge capture for many physician practices and other healthcare providers has resulted in savings of time and money in addition to reduced human and administrative errors.

Charge capture is the process of translating services and physician time into billable charges. It also can be defined as the recording or capture of information for use in medical claim documentation, posting and reconciliation of charges for services rendered. It’s a central function to revenue integrity, which the Healthcare Financial Management Association (HFMA) describes as a focus on reducing the risk of noncompliance, optimizing payment and minimizing the expense of fixing problems with claim edits downstream.

Accurate charge capture is essential for the submission of clean claims and cannot be achieved without clear and detailed physician documentation. Obstacles to optimized charge capture – missing charges, coding errors, charge lag, integration issues – can result in delayed payments and missed reimbursement, prompting negative ramifications to a provider’s revenue cycle.

Missing Revenue from Missed Charges

Some healthcare providers resist implementing and utilizing new technologies, even if there is a proven return on investment (ROI). They simply don’t want to take the time to learn a new system or perform a task someone else on their staff could handle.

However, gross charges denied by payers have increased to 15-20 percent of the nominal value of all claims submitted, meaning providers are missing out on thousands of dollars in revenue. Inefficient charge capture can also result in back-end rework, increased days in accounts receivable, incorrect data for decision support, inaccurate billing, penalties, decreased patient satisfaction, increased risk of external payer audits, under- and over-coding and inability to meet quality measures.

According to HFMA, as much as one percent of net charges are lost due to charge integrity leakage, which consists of errors such as charges billed for services differing from documentation, incompatible or contradictory charges between hospital and professional claims and services that were never charged. Loss of charges is especially prevalent in the area of inpatient services.

A Wide Array of Advantages

By utilizing electronic charge capture, healthcare providers and revenue cycle management companies can realize a multitude of benefits, from improved patient satisfaction and enhanced profitability to reduced errors and claim denials. Other advantages include:

  • Increased regulatory compliance
  • Full and prompt payments from payers
  • Enhanced business performance
  • Improved capabilities for tracking quality measures
  • Reduced days in accounts receivable 
  • Elimination of illegibility errors during data entry
  • Easy and quick access to performance metrics
  • Improved back-end revenue cycle processes
  • Reduced lag in patient billing
  • Elimination of late or missing charges
  • Improved documentation and charge redundancy
  • Reduced risk of CMS/OIG billing audits

Mobile charge capture achieves these benefits at the point-of-care. Clinicians are able to capture charges in real-time for services they provide, no matter their location, time of day, or __. The capability to enter charges immediately following a patient encounter eliminates the need to attempt recalling appointment details hours later. This, in turn, increases physician satisfaction, especially in a profession where almost half the work day is spent on administrative work and only 27 percent on direct clinical care.

When clinicians send their charge data electronically to their billing office, back-office employees can access completed charges with ICD-10 coding in real-time. Another benefit for these support employees is time savings – removing the requirement to perform numerous tasks associated with paper-based charge capture and billing –, enabling them to focus on other core practice objectives and initiatives.

When using any mobile charge capture solution, it’s important for providers to employ the following best practices:

  • Develop and maintain detailed policies and procedures.
  • Monitor key performance metrics.
  • Ensure staff members are properly trained.
  • Review lag times and compare to industry benchmarks.
  • Use an outside vendor to identify data trends and gaps.
  • Promote coordination between clinicians, revenue generating departments, compliance staff and billers.
  • Utilize comprehensive reporting tools.
  • Ensure the solution is tailored to physician workflow.

A Proven Solution

maxRVU Charge Capture offers effortless patient billing at the point-of-care, reducing the billing cycle by up to 85 percent. Start your free trial of maxRVU to see begin automating data entry for charge capture on-the-go.

  • LoneStar Orthopedics

    Being a physician assistant, I see a lot of patients in and out of the hospital. Keeping track of each charge sheet was immensely tedious and I’m pretty sure I lost a few of them. Ever since I started using maxRVU, I haven’t forgotten or lost a single charge. My biller even told me I’m coding more accurately which I think is because I can submit the session right after it happens, rather than waiting like I used to.

  • University of Louisville – Neurosurgery

    The Neurosurgery group at the University of Louisville were in the market for a better way to track individual RVUs for each physician; on top of ensuring every patient encounter was sent to the biller (including the unscheduled ones.) maxRVU became their quick and easy solution to a complex problem, and they’ve never looked back.

  • University of South Alabama – Mitchell Cancer Center

    Obviously I am a big fan of maxRVU. Very user friendly. Y'all have developed an impressive service.

  • Fort Worth Brain & Spine

    maxRVU helps take a worrisome task and turns it into a pretty simple task I don’t worry about. I love that I can scan the patient labels to capture patient information.

  • OrthoSouth

    The customer service has been super responsive and open to my ideas and suggestions.

  • Park Ridge Health

    My first two months after starting to use maxRVU were my two most productive months by far. My office assistant also loves it, and it makes it very easy for her to submit charges. Thanks!

  • ENTiCare

    I enjoy using the program and the main advantage for me has been more accurate procedure coding and wireless real-time communication with my biller; that has resulted in significant reduction in the time needed to process and submit claims.

  • Texas Brain & Spine

    I am very happy with the product. I like the layout and some of the latest features such as bundled codes and scanning of patient information.

  • Lone Star Orthopedics

    maxRVU has helped me streamline my patient billing…no more paper notes stuffed hastily in my pocket or a stack of superbills with hastily scribbled notes for my assistant to interpret. Most importantly, I am recovering all missed billing opportunities and getting insurance payments faster.

  • Atlantic Neurosurgical and Spine Specialists

    I previously relied on a cumbersome system of facesheets, patient stickers, and notecards to track my patient encounters leading to lost revenue. I discovered maxRVU to streamline my billing sessions and this program is incredible.

  • LoneStar Orthopedics

    We looked around and found solutions costing almost twice as much with the added cost of support. We're a midsize group and the savings with maxRVU made our decision a no brainier.

  • The Women's Cancer Center

    maxRVU has been a great tool for communication between our gynecologic oncologist, who spends 3.5 days per week in the operating room, and our billing/coding staff.

  • Austin Cancer Center

    With maxRVU we were able to reduce time to bill from weeks to days from the very start, while getting more visibility on our facility activity.

  • Dr. Baolien Tu

    I appreciate very much all of the hardwork that you have put into upgrading and adding new features to the app. I have not purchased any app (game or productivity) that brings me as much satisfaction as maxRVU. BaoLien Tu, M.D

  • RPG Logo

    Thanks, as always for your prompt attention! It’s the one thing that I value most in our partnership with maxRVU. You really deliver on customer service.

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