The Billing Office, Inc.

Serving Puget Sound since 1999.

360.491.5055

About Us

The Billing Office, Inc. (TBO) has been a local, comprehensive and reliable service for nearly 30 years. Our primary objective is to maximize your reimbursement with thorough, timely and precise collection techniques.

We are fully Medicare and HIPAA compliant, and follow stringent office procedures for safeguarding your data and patient confidentiality.

We are backed by dependable staff, who assume direct responsibility for all communication with clientele staff and patients, in addition to all billing activities.

Our staff is experienced in billing for: Acupuncturists, Chiropractors, Internists, Family Practitioners, Mental Health Providers, Surgeons, Specialists, Speech Therapists, Labs and Imaging, and so many more!

We believe that each practice is unique in their function and coding, but the billing basics remain the same:

  • Correct Coding

  • Accurate Billing

  • Open Communication

  • Follow-up

  • Follow-up

  • Follow-up!!

How it Works

We have a time tested, easy to follow process:

1) Patients contact your office to schedule an appointment and confirm they are in-network with your contracted insurances.

2) Your office provides the patient The Billing Office's phone number or email to provide demographics and establish a billing account. At this time, we collect and review benefits (if applicable) with the patient. This information is forwarded to your office securely.

-OR-

 Your office collects the demographics *and* a copy of the front and back of the insurance card and forwards them securely to TBO. We collect the benefits and send a benefit sheet (if applicable) to your office. 

3) The patient is seen.

4) Your office provides Charges / Superbills and documentation of payments (patient copays and insurance EOBs) collected in your office to TBO on a daily or weekly basis.

5) Charges and payments (including EFTs) are posted by TBO and reports are securely provided to your office on a weekly basis.

6) Claims follow up is performed and statements are dispersed to patients at 6 week intervals. Pre-collection and final notices are issued and reported to your office for review prior to being referred to a local collection agency.

7) Your office receives an invoice at the end of the month for a percentage of the income collected in the month prior. 

Services

  • Dedicated and skilled account representatives.

  • Data collection and entry.

  • Claim audits. (Follow-up, Follow-up, Follow-up!!)

  • Electronic and paper claim filing.

  • Digital source document storage.

  • Bank deposits.

  • Patient statement dispersal. Includes: detailed statement, return envelope, space to include payment card information or your office’s online payment portal information. OR emailed statements.

  • Patient pre-collection and final notice letters with phone calls. (Follow-up, Follow-up, Follow-up!!)

  • Patient autopayment plans.

  • Detailed note taking for account accuracy.

  • Practice analysis.

  • Detailed summary of charges, payments, and adjustments,

  • Aging analysis by doctor and practice.

  • Aging analysis by patient and insurance.

  • Insurance payment history report.

  • Procedure productivity and profitability report.

Contact us

If you are ready to eliminate the headache of medical billing or have questions, please: copy, paste

and complete the survey in the Message field below, and include any questions.

  • Please describe your corporate structure:

  • Are you a Federally Qualified Healthcare Center (FQHC)?

  • How many providers in your office?

  • How many patients per provider are seen in a day?

  • How many patients are seen per week (in total)?

  • How many claims are insurance vs self-pay in a given week?

  • Do you keep separate books for the self-pay patients?

  • What is the average amount billed per claim?

  • Do you have a backlog of claims? If so, about how many and

    how far back do they go?

Getting Started

We understand that that transitions can be stressful and aim to make the process simple and seamless.

To get set up, we need:

  • Practice NPI

  • Provider Individual NPIs

  • Tax ID

  • Copy of your Fee Schedule

  • Access to current patient demographics.

  • Determine how you would like to present your charges (CPT & DX) and payments collected at your office to TBO.

  • EFTs are recommended, but if you would like checks to come to TBO for weekly deposit, you will need to provide an endorsement stamp and update the ’Pay To’ address with your contracted insurance companies.

  • Provide access to websites for EFT EOBs: Availity, TriWest, One Health Port, InstaMed, Provider One, Noridian / Medicare, etc.

  • Provide access to your online payment portals for card processing.