Medical Billing Companies & Consultants in Charleston, WV

White Coat Management Solutions, LLC is a medical billing and revenue cycle firm based in Charleston, West Virginia. It works with healthcare practices across the United States. Owner Lindsy Hatfield started the company in 2016. It serves small independent offices, larger healthcare organizations and clinicians who want to open a practice of their own. Practices can hand over their whole billing operation or bring the firm in for specific consulting and credentialing work.

Core Services

The company's main offering is outsourced billing, which aims to speed up claim processing, raise reimbursements and keep denials low. It also offers several related services:

• Full revenue cycle management, from insurance verification and claim submission to denial follow-up and patient collections
• Billing consulting that reviews where a practice is losing money, works old denied claims and trains staff on better daily routines
• Insurance credentialing, starting with a review of what payers in the practice's area require
• Compliance support, including regulatory updates, HIPAA privacy and security guidance, and staff education
• Business development help for providers setting up a new practice

Software and Review Tools

The firm also offers a set of cloud-based tools. iClaim is a web-based billing platform with real-time claim status, denial management, an online scheduler and a large library of reports. EMRx is an electronic medical records system that is described as physician-designed. It includes e-prescribing, a lab interface and a single-screen workflow from scheduling through to billing.

ChoicePay estimates what patients owe out of pocket, stores payment details, sets up payment plans and offers a patient portal. AuditGuard has certified coders audit a practice's coding, billing and reimbursement, then give a written report, a consultation and recommended fixes. CodeRite has a certified coding specialist check each claim so that coding stays both accurate and compliant.

Specialties and Behavioral Health Focus

The billing team handles surgery, neurology, radiology, primary care and cardiology, along with other specialties. Behavioral health is a particular focus, and the company ties this work to fighting the opioid epidemic. For substance use and mental health providers, it keeps in regular contact with state Medicaid agencies to follow changes in rates and allowable units. It works with Traditional Medicaid, managed care organizations and commercial payers, and follows their prior authorization rules to get the most units reimbursed.

Approach and Team

When taking on a new client, the firm first decides whether the practice really needs new billing software. Often it can improve the system already in place, which spares the practice a disruptive switch. Hatfield has more than two decades of medical billing experience and expertise in coding and payer rules.

She aims to get claims paid within roughly two to three weeks of the date of service, and she works directly with each client's office staff to make the handoff smooth. Morgan Griffis works alongside her as billing analyst and business development lead and has eight years of business experience.

The company offers prospective clients a free practice analysis before they commit.