Click on the questions to see the answers.

Where are your offices located?   RADMAX, LTD 3304 S. Broadway Ste. 200 Tyler, TX 75701

What are your hours of operation?   Our standard hours are 7 AM to 5 PM CST. However, you can e-mail us at any time with questions or comments and we'll get back to you as soon as possible.

Is one or more of your staff assigned exclusively to our account?   RadMax, LTD. staffing model ratio is as follows: 1 FTE per 3 radiation oncologists (professional billing only) 1.75 FTE billing staff per facility (technical billing only) for an average size, two vault treatment center 2.5 FTEs per facility for global billing (both professional and technical billing) for an average size, two vault treatment center with 2 radiation oncologists

Who do we call if we have a question?   You can contact the billing representative who is assigned to you. We assign the same representative to all of your accounts, so you are able to build a relationship with one representative. If your representative cannot answer your question or has not answered it to your satisfaction, you can contact a RADMAX floor manager. If you are still not satisfied with the answer, you can contact RADMAX upper management or the owner directly.

How will the billing information get to you?   Our clients can transmit their charges to us using any of the following methods: On paper - Clients can send charge tickets to us daily via FedEx and we will hand input the information By using HL7 - We can interface with our clients' practice management system (i.e. IMPAC) to upload charges and patient demographics By using Microsoft Terminal Services - Clients can dial into our system at their convenience with a secure ID/password and input charge information directly into a personalized charge entry area using our billing software Any combination of the above! We are here to serve you and are happy to assist you in developing a method that suits your specific needs. In the near future we hope to also offer the option of inputting charges through the internet over a secure web server. We are presently working on building online forms for this purpose and we will keep you posted on the development of this option.

Is your billing cycle consistent?   Your billing cycle is determined by your preferences. Most facilities opt for a billing cycle of every 3rd work day. However, if you'd prefer a more steady stream of revenue, you can choose daily billing. Or you may choose weekly billing if your facility is low volume. Some physicians even choose to bill all of their professional charges at the end of a patient's treatment to avoid any duplicate or missed charges. It's simply a matter of choosing what cycle works best for you.

How do you handle patient information changes?   Contact us with any patient information changes and, if we are interfacing with your system, the changes should be updated the next billing cycle.

Do you provide Explanation of Benefits?   Explanations of Benefits (EOBs) are provided by insurance companies, but we do house all EOB copies at our facility for secondary billing. If you need a copy for any reason, we can get one to you.

Are you responsible for billing the patient for expenses not covered by Medicare or insurance?   Yes, and we will follow up with patients on any outstanding co-pays, deductibles and co-insurance payments.

What about patient payment plans?   We typically advise against patient payment plans because the treatment being billed is usually high dollar, and incremental patient payment plans can have a ballooning effect on your accounts receivables aging. A better way to deal with excessive balances is through an indigent screening program, which we can help you set up. However, if you decide to implement patient payment plans, we can do this for you and follow up on the monthly payments due.

Can patients call your office if they have questions about their account?   Absolutely. We work as an extension of your office or facility, so we are more than happy to field calls from your patients. If they are unable to reach a representative when they call, we will return their call the same day.

When billing problems occur, what is the average response time to address these?   We make every effort to avoid billing errors, but when problems do occur, we do everything we can to correct them as quickly as possible. If there are any billing errors on our side, we correct them immediately and notify the client. We use code scrubbers and other methods to detect any errors on a client's submitted claims. However, since we are not allowed to change any codes once they are submitted by the client, we notify the client immediately after discovering an error so the codes can be changed. It's our top priority to work closely with each client's staff to help prevent billing errors.

Are you prepared to do paper billing, if necessary, as well as electronic billing?   Yes, we do both. Secondary billing still requires, in some cases, a copy of the primary EOB attached to a paper claim and some insurance companies do not accept electronic claims.

Do claims go through any type of scrutinizing before being submitted to insure minimal rejections?   Yes, we use a code scrubber that is built into our billing software and employ a knowledgeable staff, specially trained in radiation oncology, to help prevent billing and coding errors before claims are submitted to the insurance company, thus helping our clients to achieve cleaner claims and fewer rejection rates.

What is your rejection rate?   The claims rejection rate is dependent on correct patient demographic information and correct coding. Incorrect information, such as social security numbers and birth dates, can slow down claims processing and increase the rejection rate. Coding errors can also result in problems with stalled claims. We assist our clients in reducing rejections by educating them on correct coding. Decreasing coding errors and double checking patient registration documents to ensure correct information can greatly improve the claims rejection rate.

Do you provide monthly patient statements?   We send out patient statements approximately every 30 days (once per month).

Do you provide a monthly Aged Trial Balance report?   We supply all clients with aging reports, along with other useful reports that analyze financial data.

What types of medical practices do you generally handle? Do you have specific experience with medical billing for radiation oncology, radiology and imaging?   Yes, we have expertise in radiology billing as well as radiation oncology billing.

Do you do professional and technical billing for radiation oncology?   Yes, we do technical billing, professional billing and global billing (a combination of both). Contact us to discuss how RADMAX can assist your facility with billing.

Do you also do consulting work?   We offer consulting services to anyone interested in an outside review of financial and coding issues. We offer such services as fee schedule reviews, revenue cycle analysis, accounts receivables analysis, facility profitability analysis, billing and coding audits, equipment proformas, strategic planning and development assistance, and more. RADMAX has hands-on experience running cancer centers and has worked on such projects as Intense Modulated Radiation Therapy (IMRT) implementation costs and financial feasibility studies. Let us know your consulting needs and we will assist you in any way we can.