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Frequently Asked Questions

Find out more about Sosa Practice Partners and how we do things differently

How do we get the necessary information to you?

There are several ways for your office to send in your billing, including the following...

  • Standard Mail - just place your documents into a secured envelope and mail them to our main office.

  • Fax - the quickest way to get your billing to us! Just fax each completed document to our office on an as-needed basis (after each visit, at the end of each day, once per week, etc.)

  • Email:

How often should we send our new billing to you?

As often as you choose to! We personally recommend, however, that our clients send us their new billing consistently on either a daily or weekly basis.

What information is needed in order for your office to generate a claim on our behalf?

We require the following...

  • New Patient Information Form

  • A copy of the patient's insurance card or WC ID card (front and back

  • A copy of the patient's written prescription (if applicable)

  • The patient's first superbill (treatment form)

How do we report when treatments are rendered so that you can generate a claim on our behalf?

We must receive a completed superbill (treatment form), which has been signed by the physician rendering the services. This form must contain:

  • Patients name

  • Name of the insurance carrier

  • CPT codes

  • ICD-10 code(s)

  • Referring physician's name and the referral #

  • Any/all applicable modifiers

Do we have to report the insurance payments received in our office to you?

Yes! It is vital to your practice that we receive this information so that we can enter the insurance carrier's payments and generate the necessary patient statements for those accounts which still may have a balance due.​

What happens if we accidentally omitted any of the information contained on the required forms and we already sent them to your office?

You will receive a report indicating that the claim does not contain enough information to be processed by the carrier, listing exactly what is missing, which is normally faxed to your office immediately. We do this as a courtesy to you and your staff to assist in gathering the information quickly and to avoid timely filing deadlines that are imposed by many insurance carriers.

How do we report payments received from our patients for both co-payments and patient billing?

You can easily report a patient's co-payment, made at the time of service, on their superbill (treatment form) for that day's treatments. You can also report all of the patient's payments received in the mail by keeping a Payment Log. A payment log enables you to report all payments received in your office using one simple form. If you do not already use this type of form in your practice, we can custom-design one for you. You can also report all of the patient's payments received in the mail by making a copy of the check and attaching it to their patient statement remittance (if returned).

How often will our patients be billed?

Any patient in our system will receive a bill for any balance due once payment has been received by their insurance carrier if you have contracted for this service. Patients are billed bi-monthly. Payment Plans can be easily accommodated also.

How do you handle non-payments from an insurance carrier? (denials, etc.)

We must first determine if the denial, whether in part or in full, is valid. If the denial is valid, it must be written off. If the denial is not valid, as in many cases, we will request that the carrier reprocess the claim. Unfortunately, many carriers will require that the claim be resubmitted on paper via snail mail, and additional charges may be invoiced to your account as a result.

How do you handle non-payments from a patient?

We will send out no more than four statements and make follow-up phone calls. After 120 days, we recommend that the account be turned over to collection and that the patient be denied future treatments until their account has been paid. If you are not already affiliated with a collection agency near you, please let us know. We strongly recommend that an additional fee be applied to each account that has not received a payment within a 30-day period.

We prefer to bill our own patients, but we are interested in obtaining insurance claim processing services from you. Does your company offer this service?

We prefer to bill our own patients, but we are interested in obtaining insurance claim processing services from you. Does your company offer this service?

We Integrate With Your Ecosystem

We understand your needs and sympathize with your busy schedule. You shouldn't have to keep up with the latest Medicare guidelines when you already have the serious responsibility of running your practice. Our primary goal is to look out for your best interest and protect your bottom line while easing the pressure that tedious paperwork may cause.

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