Processing Patient Payment

From U of M Internal Medicine Wiki

This page describes how to process patient payments for #applicable services

  1. Only the File:3rd Party invoice template for Support Staff.xltx is to be used. There should be no attachment with the invoice. The invoice should have clear description of services and recipient.
  2. Secretary may initiate invoice on behalf of physician
  3. A copy of the invoice must be sent to Physician Billing Services
  4. Physician Billing Services will be responsible for following up on payment, receive payment and deposit payment to UMG.
  5. In the event that support staff receives cash


  • should we be accepting cash at all and what is the alternative?--Karmitt (talk) 15:01, 24 May 2017 (CDT)
    • If we choose not to accept cash, what's the impact. Can anyone show me the last time they accepted cash? --Dgustafson2 (talk) 14:39, 14 June 2017 (CDT)

We should try to avoid accepting cash payment for invoices we send out. An alternative would be asking patients who do not have a chequing account to perhaps get a money order. The process for accepting money takes time away from our desks when we have to walk to UMG as soon as we receive cash. Accepting money should be an absolute last resort??

  • could we send the patients to UMG directly to pay? Ttenbergen 16:12, 22 November 2017 (CST)

there must be:

  • A pre numbered duplicate receipt book in place
  • Signs must be posted that clients must receive a receipt for any cash paid and received
  • A log of all cash received must be kept which can be vouched back to the receipt book. This cannot be kept on a shared drive because of privacy issues.
  • Copies of slates/procedures/ forms being paid for must be referenced and kept in a receipt book for 7 years for audit purposes.
  • Where a deposit is to be made, the custodian of the cash received must contact UMG to expect receipt of cash.
  • Whoever picks up the cash must be monitored to ensure the cash sent by the custodian gets to UMG
  • In the event the cash is not received in UMG, UMG will notify the Managing Director to determine where the cash is.
  • The custodian of the cash should ensure that the billing physician’s shows receipt of cash in their account.

applicable services

Services to which this process can apply are:

  • filling out a form for a patient
    • off-work or light-duty forms
  • letter sent to the insurance company for a patient
    • 75-80% of insurance forms brought in by patients will not be covered by the insurance company asking for the information. Most have a disclaimer right on the form saying the patient is responsible for costs incurred in the completion of the form.

Interro-01.gif do we have uniform rates for these? What are they? Ttenbergen 16:12, 22 November 2017 (CST)

Workers Comp and MPI billing

With regard to MPI or WCB, we would invoice either corporation based on their guidelines. MPI and WCB I believe have set guidelines that they do update. I have a recent fee schedule from MPI. This is in accordance with Doctors Manitoba. I do not have one for WCB. If necessary, someone could undertake getting that. Interro-01.gif Do we do the general billing for MPI/WCB, or does Physician Billing Services do this? This stuff should probably be on a different page, just leaving here for now in case it really does turn out to be just a footnote of this topic... Ttenbergen 16:12, 22 November 2017 (CST)


How, if at all, does this relate to Uninsured patients?

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