Organizing medical bills and statements can be challenging. To help, we have put together a list of tips that you may find helpful in creating a system for managing these important documents.
After a hospital stay or a visit to your doctor, you may receive different types of documents, such as bills, account statements, medical insurance claim forms and prescription information. It is important to keep these together and in order. To start, it is helpful to get a large notebook with dividers and pockets. Several plain folders or an accordion file will also work. Label the pockets or individual folders for the following:
Make sure you understand the bills and statements you receive. If you have any questions, call the number on the bill or statement for clarification. Ask for an itemized statement from the Billing Department to help you understand the list of charges if one is not provided. Portage Health has information listed here about understanding bills and statements that you may receive from us.
Read each bill or statement carefully and thoroughly. Review the information looking for:
If you have health care insurance, you can expect to receive an explanation of benefits (EOB) from your insurer. This will state whether a charge was paid, denied or if additional information is needed. Sort the EOBs you receive by provider of service and total amount charged. Provider names will appear as that of your hospital, physician’s office, lab, etc.
Separate the bills you receive by the name of the provider. Look for the service date (the date you had the test or procedure or the date of your doctor’s office visit) and the total amount of the charge as you sort and organize documents related to each provider.
Next, match the provider statement with the insurance payment statements (EOB forms).
Take the provider bill and look for the service date and the amount of the charge. Next look at the insurance EOBs you have received, and then the supplemental EOBs (if you are covered under more than one insurance plan). Clip them together in this order:
Proceed with the rest of the provider bills, following the same procedure. Place any duplicates in a separate stack to be discarded.
If your primary insurance has paid on the claim, then any supplemental insurance you have can be billed. If the service provider is billing insurance for you, then simply file the insurance payment form in the correct provider folder or divider as your record.
However, if you must submit the claim with your secondary insurance, it’s important to make a photocopy of the EOB form and the provider bill. Write on the copies your supplemental identification number, then mail both the EOB form and the itemized bill to the insurance company. Please note: Some insurance companies require their own claim form also be included. Follow your insurance company’s procedures.
When each provider charge has been paid by your insurance, and there is no remaining balance due, mark the bill as paid. File together the provider statement, the EOB form and the other insurance determination of benefits form in the proper folder or divider.
To keep track of all the payments, make a record of the information on a sheet of paper for easy review. Make a list of the following:
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