TABLE OF CONTENTS

• Third Party 
• COD Vendors
• Net30 Vendors
• Unknown Vendors
• Changing Vendor in AID

Third Party 

Third-Party Vendors are a person or company that offers a product or service for a fee. As it relates to medical record retrieval, copy vendors are companies that are contracted with Providers to provide the service of producing medical records on their behalf at a cost to the requestor. Vendors could be a Provider, facility, or Third Party that charges a fee for the retrieval of Medical Records. REVELEER classifies a healthcare Provider or medical facility as a “vendor” when they charge for the retrieval of records. There are instances where Providers’ offices will also bill the requesting party directly even though they are not contracted with a Third-Party copy service vendor.  Although a Provider that bills for their services is not considered a “Third-Party”, they do follow the same workflow as both parties’ bill for services. 

Suggested Third Party Outreach and Processing

Process

1. Retrieval method is changed to Third Party in the AID screen. This will remove any commitment dates that have been set.
2. DECISION: Determine if the chase is scheduled or unscheduled. 
3. DECISION: Determine if the vendor or site is COD or Net30.
4. Outreach is made to confirm information was received.
5. If required for the site, payment is processed. 
6. The list of chases is sent to vendor.
7. DECISION: Charts received?
8. Follow up on status. 

COD Vendors

“COD” is an acronym that stands for “Collection on Delivery” and refers to payment terms in the provision of medical records retrieval services. COD requires that payment be made before medical records are provided to the requestor.

Suggested COD Vendor Process and Communication

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COD Sites 

1. Through outreach or Data Load, the site is associated with COD Vendor. After outreach, request sent to the site.
2. Contact will review and choose payment option, expected to send in an itemized invoice. 
3. DECISION: Invoice received? 
4. If the invoice is received, data entry of the invoice in platform.
5. Perform outreach to site until an invoice is received. 
6. Outreach to site for payment. 
7. DECISION: Receipt of bill of sale received? 
8. DECISION: Charts received? 
9. Completed once charts received.
10. Outreach to site for chart once paid for.
11. Charts sent by the COD vendor into the platform. 

Net30 Vendors

Net30 is a payment term used by a company that provides a product or service and payment is required within 30 days after the product or service is delivered. A Net30 Vendor is a company that fulfills a request for medical records before payment; payment is reconciled after, within 30 days, and is completed through the process of reconciliation.

Suggested Net30 Vendor Process and Communication, Weekly

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Net30 

1. Outreach to all Net30 vendors with open chases
2. Vendor receives list of open chases. 
3. May receive chases, will make updates. If an updated list is received, will schedule sites.
4. DECISION: Received update? If the vendor provided an update, all chases associated are updated. 
5. Vendor is asked to provide an update on all outstanding chases: For those that no status has been given, the Third Party team outreaches to vendor.
6. May receive chases, will make updates. If an updated list is received, will schedule sites. 
7. DECISION: Received update? If no update after repeated outreach, escalation to Management (Step 9).
8. If an updated list is received, will schedule sites. 
9. Escalate to Leadership. 

Templates for Large Copy Service Vendors, often contracted as a Net30, are attached at the bottom of this article.

Unknown Vendors

Changing Vendor in AID

Any time a vendor is changed, it will clear all invoicing information entered. Once changed, all information must be re-entered including commitment and due dates. 

What you will see in platform: If an invoice has been data entered and the vendor is changed, that chase will no longer have an invoice ID on the Invoice tab in the Invoicing Module however the chase and associated document will reappear in the documents tab for data entry.

Changing Vendors

1. Vendor is changed in the AID screen. 
2. Data is entered, Invoice IDs for all chases are deleted. 
3. Chase appears in data entry without previous information. All commitment and due dates in AIDs are deleted. 
4. All information must be re-populated into the Invoice tab.

For More Information: 

Vendors

Invoice Configuration