Collect copays on the back end’ of the visit
Editor’s note: In this second part of a two-part series, we discuss tips for collecting copays at discharge. Last month, we covered how to collect copays and how much reimbursement you can collect.
According to emergency department (ED) reimbursement experts, it’s not a question of whether you should ask patients for copays, but when. Here are three strategies for doing this:
1. Guide patients toward a separate area upon discharge. Use a separate discharge area for final registration and copayments, recommends Michael J. Williams, president of the Abaris Group, a Walnut Creek, CA-based consulting firm specializing in emergency services. "It should be located in an area that is a natural exit from the ED," he says. "Signage can help with this."
Williams adds that verbal and visual cues to guide the patient to a discharge area are permitted under the Emergency Medical Treatment and Labor Act (EMTALA), as long as the medical screening exam is completed. He suggests giving patients discharge instructions orally, but having them pick up written instructions along with prescriptions in the discharge area.
2. Avoid violations of EMTALA. EMTALA requires that there be no delays in the medical screening exam for financial reasons, but having a copay process at the end of the discharge process does not violate this, according to Williams. He recommends the following to avoid violations:
- training and retraining all staff on EMTALA requirements annually;
- educating registration staff on point-of-service collection strategies and tools;
- use of scripting to avoid statements that might be misunderstood by the patient.
3. Discuss copays during registration, but ask patients for payment only at discharge. At Inova Fairfax (VA) Hospital’s ED, insurance information is obtained from the patient during registration, says Melody R. McKeel, senior operations manager for registration and financial services. If a copay is listed on the card, the registrar says: "I see your insurance requires a $50 copay. Please pay this on your way out at our discharge window, after the doctor has discharged you."
No copays are collected at the time of registration, McKeel explains. "We have the luxury of having a discharge window right at the exit of our ED, which helps us tremendously," she says. "This enables us to discuss financial issues after the patient has received their treatment." At the discharge window, all demographic information is verified, including address, phone, next of kin, emergency contact, date of birth, social security number, and insurance information. "We make sure that everything is properly entered so a clean bill is produced," says McKeel. "The people at the discharge information are at a higher level than the registrars, and their focus is quality collections."
Patients are more likely to be willing to give the copay after they have received quality care and good customer service, according to Thom Mayer, MD, FACEP, chairman of the department of emergency medicine at Inova Fairfax Hospital. "We actually end up collecting a lot of copays on the back end’ of the visit," he says.
The ED currently collects 70% of its copays, reports McKeel. "We are striving to get up to 85%, by working with the ED staff to make sure they ask patients to stop by the discharge window," she says. There is a system in place to follow-up with patients who don’t stop at the window, she says. While checking patients out at the discharge window, the staff takes the opportunity to determine if there is going to be a financial hardship for the patient, says McKeel. "We have several programs we can offer to assist the patient," she says. "If a hardship is identified, we go ahead and complete the required documents at that time."
Sources
For more information about collecting copays at discharge, contact:
• Melody R. McKeel, Senior Operations Manager, Registration/Financial Services, Inova Fairfax Hospital, 3300 Gallows Road, Falls Church, VA 22042-3300. Telephone: (703) 698-2496. Fax: (703) 204-6660. E-mail: [email protected].
• Thom Mayer, MD, FACEP, Inova Fairfax Hospital, Department of Emergency Medicine, 3300 Gallows Road, Falls Church, VA 22042-3300. Telephone: (703) 698-3195. Fax: (703) 698-2893. E-mail: [email protected].
• Michael J. Williams, President, The Abaris Group, 700 Ygnacio Valley Road, Suite 270, Walnut Creek, CA 94596. Telephone: (925) 933-0911. Fax: (925) 946-0911. E-mail: [email protected].
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