Medical Billing Companies & Consultants in Carroll, OH

HBS Healthcare Billing Services, Inc. is an Ohio firm that works in one narrow but demanding part of medical billing. It claims Medicaid reimbursement for health and therapy services delivered in schools. It does not serve physician practices or hospitals.

Its clients are Ohio school districts and other local education agencies (LEAs) that provide services to students on IEPs and similar plans. The company says it has handled Medicaid billing in Ohio for more than 35 years. It now supports more than 400 districts in the Ohio Medicaid School Program (MSP).

Services across the program lifecycle

HBS presents itself as a full-cycle partner. It handles everything from a district's first decision to join the program through yearly reporting and final settlement. Its work covers four main areas:

• Implementation: estimating likely reimbursement against expected costs to see if joining makes sense, explaining MSP rules to district staff, and helping the district get an NPI and enroll with the state Medicaid agency.
• Administrative support: sending therapist rosters for the Random Moment Time Study every quarter, rechecking student Medicaid eligibility every quarter, tracking PR-10 parental consent forms, and submitting the annual data used to set each district's Medicaid Eligibility Rate.
• Claim processing: checking service records to confirm they can be billed and are complete, submitting claims every day, downloading payments every week and resubmitting eligible claims, and sending districts quarterly compliance reports.
• Cost reporting and audits: preparing the annual MSP cost report and its supporting schedules, helping with Indirect Cost Recovery reports, coordinating the agreed-upon procedures (AUP) audit with the district's CPA firm, supporting state desk audits, and estimating and checking final settlements.

Software, training and support

HBS also offers its own web-based documentation system, which therapists and other school providers use to record their services. The firm trains district staff on MSP documentation rules and on the software. Live webinars run from August through December, with refresher sessions each April.

The platform also has on-demand videos, ranging from a complete course to short clips on single tasks. Clients can get support by phone, email, the website or the documentation system. Staff will also meet with districts about program changes, getting the most revenue from the program, and compliance.

The company publishes guidance for several groups. For therapists, it has step-by-step material on getting the NPI, CAQH and Medicaid numbers needed to make referrals. It also covers the Medicaid revalidation required every three years and the state's Provider Network Management portal. For parents, it explains consent to bill Medicaid and their rights under IDEA and FERPA. Treasurers and administrators have their own resource sections.

Background and team

HBS works from an office in Carroll, Ohio, and serves Ohio schools only. It says it works closely with the state education and Medicaid departments. Its aim is to help districts recover all the reimbursement they qualify for while keeping the program sound. President Daniel Thomas leads a staff of about twenty.

The team includes regional account managers, claim specialists, a parental consent specialist, an RMTS coordinator and a separate cost reporting and audit group. Employees are cross-trained so that any of them can help a client.

For buyers, the main point is that HBS is a specialist. It suits Ohio districts and education agencies that want help with school-based Medicaid claiming. It does not offer general medical billing for clinics, practices or hospitals.