How to Use Practice Better and Claim.MD

As a dietitian managing a private practice, you understand the importance of maintaining efficient systems for client care and billing. Practice Better and Claim.MD are two tools that can help you manage your practice and streamline the insurance claims process. In this guide, we’ll walk you through how to use each platform to improve your workflow, ensuring accurate and timely insurance claims submission.

1. Getting Started with Practice Better

Practice Better is a client management platform that simplifies scheduling, note-taking, payments, and communication. It’s an all-in-one system to manage client relationships, track progress, and automate tasks. Here’s how to get started:

Step 1: Set Up Your Account

  • Go to Practice Better and sign up for an account.

  • Fill out your practice details (name, contact info, etc.).

  • Choose your subscription plan based on your practice size and features you need (e.g., free plan for basic features, premium plan for advanced tools like invoicing and reports).

Step 2: Customize Your Profile

  • Add your professional information, logo, and colors to personalize your account.

  • Set your working hours and integrate your calendar for online booking.

  • Upload your intake forms and assessment questionnaires to streamline client onboarding.

Step 3: Manage Client Information

  • Create client profiles by adding essential details like contact info, medical history, food preferences, and goals.

  • Track client progress by adding notes, session records, and meal logs directly within the platform.

  • Use secure messaging to communicate with clients, ensuring their privacy.

Step 4: Scheduling and Payments

  • Use Practice Better’s scheduling tool to allow clients to book appointments online.

  • Set up payment options such as PayPal, Stripe, or credit cards for clients to pay securely for services.

  • Generate invoices directly through Practice Better for each session, and have them ready for clients or insurance claims.

Step 5: Integrating with Claim.MD

  • Connect Practice Better with Claim.MD for insurance claim submissions. Practice Better supports integration with third-party billing platforms, allowing you to streamline insurance claim processing and create a seamless workflow.

2. Getting Started with Claim.MD

Claim.MD is a billing software that helps you file insurance claims electronically, reducing errors and speeding up reimbursements. Claim.MD allows dietitians to submit claims to multiple payers and keep track of insurance payments. Here’s how to set up and use Claim.MD:

Step 1: Sign Up and Set Up Your Account

  • Visit Claim.MD and sign up for an account.

  • Enter your practice details, including your NPI (National Provider Identifier) number and tax ID.

  • Choose your billing preferences (e.g., claim filing methods, payer settings, and accepted insurance networks).

  • Add your billing and payment details so Claim.MD can process your insurance claims.

Step 2: Add Payers (Insurance Companies)

  • In the Claim.MD dashboard, go to the Payer Management section.

  • Search for the insurance companies you work with and add them to your system.

  • Input your contract details with each payer (i.e., reimbursement rates, accepted codes).

  • Set up secondary insurance claims if needed.

Step 3: Submit Claims

  • After completing a session with your client, gather the necessary details (procedure codes, diagnosis codes, session notes).

  • Using the CMS 1500 form or Superbill, input your patient and service details into Claim.MD.

  • Select the appropriate insurance payer and submit your claim electronically via Claim.MD.

Key information to include in your claim:

  • Patient demographics (name, date of birth, insurance policy number).

  • Date of service and procedure codes (CPT/ICD-10).

  • Diagnosis codes that correspond with the services provided.

Step 4: Monitor Claim Status

  • Track the status of your claims directly in the Claim.MD dashboard.

  • Claim.MD will update you on whether the claim is approved, denied, or pending.

  • You’ll receive EOBs (Explanation of Benefits) from insurers, detailing what’s been paid, denied, or adjusted.

Step 5: Handle Denials and Rejections

  • If your claim is denied or rejected, Claim.MD will provide a reason code.

  • Review the reason and make necessary corrections (e.g., incorrect codes, missing information).

  • Resubmit the corrected claim using the platform’s corrected claim feature.

  • Document all interactions with insurance companies within the system for follow-up.

Step 6: Electronic Funds Transfer (EFT)

  • Set up EFT payments in Claim.MD to have payments deposited directly into your practice’s bank account.

  • Claim.MD integrates with direct deposit systems to ensure faster and more reliable payment processing.

3. How Practice Better and Claim.MD Work Together

By integrating Practice Better and Claim.MD, you can streamline both your client management and billing processes, eliminating many of the manual steps involved in insurance claims and client record-keeping.

Workflow Example:

  1. Client Information: Use Practice Better to store your clients’ personal details and medical history.

  2. Client Sessions: Document each session and generate session notes or superbills in Practice Better.

  3. Submit Claims: Export superbills or session notes to Claim.MD for electronic claim submission to the payer.

  4. Track Claims: Monitor your claims’ status and any payments via Claim.MD’s dashboard.

  5. Payments: Use Practice Better to collect payments from patients and handle any outstanding balances.

  6. Payment Processing: Claim.MD can process EFT payments directly to your bank account, while Practice Better can generate invoices for co-pays or outstanding balances.

4. Tips for Maximizing Efficiency

  • Automate as Much as Possible: Set up automated reminders in Practice Better for appointments, payment due dates, and claim follow-ups.

  • Use Templates: Practice Better offers customizable templates for intake forms, session notes, and meal logs to streamline documentation.

  • Keep Billing and Documentation Up-to-Date: Regularly review and update payer contracts and billing details in Claim.MD to ensure accurate and timely reimbursement.

  • Leverage Reports: Both Practice Better and Claim.MD offer reports on financials, claims, and appointments. Use these reports to identify areas for improvement and monitor your practice’s financial health.

Ready to Streamline Your Processes?

Ready to streamline your practice? By combining Practice Better for client management with Claim.MD for billing and insurance claims, you’ll save time, reduce errors, and improve your overall workflow. Sign up for a free demo of Practice Better today and get started with Claim.MD for hassle-free claims submission. If you need help setting up your system, contact Dietitian Practice Pro for expert support and guidance!