Q. We’re moving our office to a new location and with all the other details to attend to I’m totally overwhelmed and confused for what this means for my insurance and billing. Can you give me a quick checklist of to-dos or something?
A. Congratulations on your move! We’ve been through it and between furniture and computers, address change forms and telephone numbers, moving your office location is a huge undertaking. Still, if you follow these steps below (many of which you could even delegate to staff) you’re sure to have at least the insurance and billing aspects of your move handled.
IN-Network insurances: Many companies, especially government programs (medicare & medicaid), require paperwork to be submitted in order to validate a change of address. You will want to contact each insurance that you are in-network with and ask what forms, if any, are required for a change of address. As a precaution, you will also want to ask if all claims can be submitted under your new address (including dates of service prior to your move date).
OUT-of-Network: Usually, you don’t need to fill out forms. Just complete a w9 form and send it into the insurance companies (if billing by paper) when you send in your patient claims…..(this is assuming you are submitting HCFA 1500 claims on behalf of your patients and not giving itemized statements/receipts to your patients to submit for themselves.) If you are billing claims electronically, simply send the w-9′s separately to each insurance company.
IRS: Make sure you fill out a change of address form so they know what address your tax id# is registered to for the state and the federal government.
NPI: Make sure to update your change of address information with the NPI website.
If you are a Money Tree client: Let us know your new address, when the change will be effective and fill out a w9 Form for our records.