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How To Choose The Best Home Care Billing Software

Shereen Thomas
December 22, 2023
10 min
How To Choose The Best Home Care Billing Software

Home care billing is an important part of any home care agency, and it requires the right software to manage it efficiently. Since there are many options available with varying levels of complexity, it can become quite difficult to pick one.

The right home care billing solutions should include features such as automated claims management, analytics, and reports to help make the process more efficient.

Before selecting a home care billing software, it is important to consider the needs of your organization and to research different options, thus we've gathered a few key aspects to consider during this process.

What Is Revenue Cycle Management?

Firstly, It's important to understand that Revenue Cycle Management (RCM) is a system that helps providers manage the revenue-generating activities of their business.

It includes all processes related to patient care billing, such as claims processing, collections, and payment. RCM enables providers to optimize their financial performance by streamlining workflow, improving accuracy, and reducing costs. 

What To Consider When Choosing A Home Care Billing Software

When selecting a software, home care providers should consider several critical factors to ensure a seamless and optimized operation.

Cost & Service Fee Structure

When choosing a home care billing software, the cost is a major player. Most opt for a percentage, usually around 6%, but it could be higher. 

However, focusing solely on the cost is not sufficient. It is crucial to have a comprehensive understanding of how the billing percentage is calculated. This percentage may also include:

  • Clearinghouse fees you may incur
  • Copays collected before appointments
  • Additional charges for special features, such as the monthly count of filed claims and the variety of insurers utilized.

Before committing to any contract, ensure a clear comprehension of the software's fee structure. Some may impose a monthly minimum charge, and for smaller agencies not generating enough claims to meet this minimum, the overall cost may exceed a straightforward percentage-based vendor.

Contract Length

Before certain software companies take you on as a client, they'll probably ask you to commit to a specific contract length. 

Typically, the minimum contract is a year, but some might push for two or three years, and some even suggest five-year contracts. While you can try negotiating for a shorter contract, it's not always guaranteed to work.

The upside of having a contract is that you know what you'll be paying for the entire duration. The billing rate shouldn't change randomly during the contract period.

Keep an eye out for any fees or penalties if you want to cancel the contract early. If the billing software doesn't meet the performance guidelines outlined in the contract, ensure the contract allows you to cancel without facing penalties.

If you need a specific service that's not part of their usual offerings, make sure it's guaranteed in your contract.

Once you have the contract, it's a good idea to have your legal team or representative review it. Most of the time, the contracts are straightforward, but you want to avoid signing a legally binding document that doesn't align with your understanding of how the relationship should work.

Coding Accuracy

Proper coding is crucial for filing insurance claims accurately, as incorrect coding can lead to claim rejections. It's essential to choose a home care billing software that excels in successful first-time claim submissions, minimizing payment delays.

If your agency struggles with coding errors, consider finding a billing software that takes care of all coding for you. Ensure that they employ certified coders to guarantee the most accurate results.

Denial Management

When choosing a home care billing software, check how the company deals with denied insurance claims. Will they correct and resubmit denied claims?

Some may not resubmit a claim if the mistake is on your end, and they might charge an extra fee for it. Others include fixing errors as part of their base price, regardless of where the mistake happened.

Special Cases

If your home care agency specializes in a particular area, dealing with insurance coding can be tricky. Before choosing a billing software, ensure it can manage your specialty requirements, especially if they involve uncommon insurance billing codes.

Patient Management

Certain billing software can manage all facets of billing, including interacting with patients about their accounts.

The software may handle various tasks for you, such as:

  • Sending statements directly to patients
  • Tracking the progress of patient payments on balances
  • Establishing payment plans
  • Handing over unpaid accounts to collections
  • Operating a patient portal for making payments on account balances

Note that some companies may charge an additional fee for these patient management options, while others incorporate them into the monthly percentage fee you pay.

Customer Support

Ensure the billing software you choose lets you reach out in your preferred way—be it through email, telephone, or live messaging.

While some companies provide round-the-clock customer support, others may only be available during regular business hours.

Data Privacy

Any home care billing software must adhere to HIPAA rules and guidelines to ensure the security of the sensitive patient data it handles. Opting for an American-based company increases the likelihood of HIPAA compliance compared to using a foreign-based one.

Choose Carefully

Selecting the best home care billing software is a pivotal decision for any home care agency. It requires a comprehensive evaluation of various factors including cost, service fee structure, contract length, coding accuracy, and more.

Each of these elements plays a crucial role in ensuring the efficiency, accuracy, and compliance of your billing process.

It's important to choose a solution that not only aligns with your agency's specific needs but also enhances overall financial performance and patient satisfaction.

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