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As a healthcare provider, your time and expertise are invaluable. Yet, many practitioners find themselves overwhelmed with administrative tasks, such as filling out patient forms for FMLA, disability, and other purposes, without proper compensation. It’s essential to establish a system that ensures you are fairly reimbursed for these additional efforts. Here’s how you can streamline the process and maximize your earnings.

1. Create a Clear Fee Schedule for Administrative Tasks

One of the simplest and most effective ways to ensure you’re compensated for your time is to develop a clear fee schedule for administrative tasks. This can include:

• FMLA Forms: Charging a set fee for the completion of Family and Medical Leave Act forms.
• Disability Forms: Implementing a standard charge for filling out disability paperwork.
• Other Administrative Tasks: Setting fees for other common forms and documents requested by patients.

Having a transparent fee schedule helps manage patient expectations and ensures there are no surprises when they receive their bill. It also standardizes the process within your practice, making it easier for your staff to communicate and enforce these fees.

2. Bill Certain Insurances with CPT Code 99080

Did you know that some insurance companies can be billed for administrative tasks using CPT code 99080? This code is specifically designated for special reports such as insurance forms, which are not included in the basic office visit.

• Verify Insurance Policies: Before billing, verify with the patient’s insurance company if they cover the completion of these forms under CPT code 99080.
• Document Thoroughly: Ensure that all necessary documentation is complete and accurate to avoid claim denials.
• Train Your Staff: Educate your administrative staff on how to properly bill using CPT code 99080 and handle any follow-up required with insurance companies.

This code is used to bill for special reports and forms, such as insurance forms and disability paperwork, which go beyond standard medical documentation. While it is a recognized code, its reimbursement by insurance companies can vary, and many insurers do not cover it​​. Therefore, it is often recommended to inform patients about potential out-of-pocket costs for these service

3. Schedule and Bill for Office Visits

In some cases, it may be appropriate to schedule an office visit to complete these forms, especially if the patient requires a thorough examination. For instance:

• Disability Exams: When performing a disability exam, you can schedule an office visit and bill accordingly. Use CPT code 99455 if the exam is for a disability determination.
• Comprehensive Evaluation: An office visit allows you to conduct a comprehensive evaluation of the patient’s condition, ensuring the information provided on the forms is accurate and up-to-date.

Final Thoughts

By implementing these strategies, you can ensure that your practice is compensated for the valuable time and expertise you provide when completing patient forms. Establishing a clear fee schedule, leveraging CPT codes, and scheduling appropriate office visits not only helps you get paid for your work but also enhances the overall efficiency of your practice. Remember, your time is valuable. Don’t let administrative tasks go uncompensated. Start implementing these strategies today and see the difference it makes for your practice and your bottom line.