Medical Billing Companies & Consultants in Plattsburgh, NY

Based in Plattsburgh, New York, TOTLbill handles revenue cycle management for healthcare providers in independent practice, freeing them from the administrative side of getting paid. The firm will work with clinicians in any specialty, though its deepest experience lies with self-employed physical therapists and mental health professionals. Its main offering is a comprehensive, fully outsourced billing arrangement. Providers who need only temporary or targeted assistance can purchase consulting and credentialing services on their own.

History and Leadership

Samantha Farina, a SUNY Plattsburgh alumna, founded the company in early 2020 and serves as its chief executive. Before launching TOTLbill, she spent roughly a decade working for two medical practices in the North Country region of New York, where her duties spanned coding, claims, bookkeeping and day-to-day office administration. She also reworked internal procedures at those offices to improve their efficiency. The company holds membership in MAB, a professional organization for billing specialists, and relies on that affiliation to stay current as the field evolves. Two other people are listed on the team: Douglas Poquette oversees marketing, and Joseph Farina is responsible for IT.

Full-Service Billing

Rather than simply keeping watch over a client's receivables, TOTLbill takes ownership of every stage, beginning when a patient first registers and ending once payment is received. Its core service includes:

• Charge entry and transcription of information from new-patient forms
• Submission of claims to every payer, both electronically and on paper, with corrections and resubmissions as required
• Recording of electronic remittance advice, paper EOBs and payments made by patients
• Pursuit of outstanding insurer balances and rejected claims, including written correspondence with payers
• Monthly patient statements and collection efforts on past-due accounts
• Responding to patients' billing inquiries directly or supporting practice staff who do
• Monthly reports on insurance and patient receivables by age, a practice performance review, and suggestions for managing accounts

The cost of postage, materials and telephone calls is built into the service. Practices additionally receive automated balance alerts sent to patients via text message and email, an online payment portal for patients, and an appointment calendar. Staff advise clients on allowed amounts and copayments, help them make sense of payer contracts, and provide continuing support on collection strategy.

Software and Systems

The company's billing operations run on the cloud-based platform from Tebra, the vendor previously called Kareo. Clients have the option of adding Tebra's electronic medical records product. Through a provider dashboard, practices can view live data on payments from patients and insurers, along with analytics and tailored reports. Tebra also offers a mobile EHR application compatible with the iPad, iPhone and Apple Watch. Certain EHR platforms integrate directly with the billing system; for those lacking that link, TOTLbill states that it streamlines the transfer of information and minimizes repeated keying of the same data.

Advisory and Enrollment Services

Clinicians just entering practice can purchase a credentialing bundle. Under it, TOTLbill identifies which insurers are open to enrolling the provider and weighs their payment rates so the clinician can decide which panels to join. The firm also obtains an NPI, builds a CAQH record, and submits and tracks the necessary enrollment applications. Seasoned practitioners departing a group to establish a solo office may instead opt for a demographic update bundle, in which TOTLbill revises their CAQH information and sends change notices to each insurer. Neither bundle requires a billing contract.

Organizations evaluating billing vendors may want to consider a few distinguishing traits. TOTLbill concentrates on smaller independent offices, and clients can reach team members directly through email or by phone. Service terms are customized to fit each practice, and collection activity is visible to clients as it occurs. Prospective clients requesting pricing are asked to supply their practitioner count and typical monthly billing volume.