Coronavirus Production Delays


Dear Valued Customer,

Our U.S. manufacturer advised us to expect production delays for the next 6 – 8 weeks. This may temporarily affect future inventory of medical forms, envelopes, sign-in sheets and office supplies. We have limited products in stock now, ready to ship while supplies last. We will keep you informed of the situation. Thank you for your business!

Coronavirus Updates

U.S. Centers for Disease Control

World Health Organization

File an Accurate Clean Claim

Enter Accurate Data in the Correct Location

  • Check with each insurance payer to determine what data is required.
  • Ensure that all data is entered correctly and accurately in the correct fields.
  • For UB-04: Most instructions for inpatient and outpatient services are the same. See the Uniform Billing Guide for specific details.
  • Enter insurance information including the patient’s name exactly as it appears on the insurance card.
  • Use correct diagnosis codes (ICD-9 or upcoming ICD-10) and procedure codes (CPT/HCPCS) using modifiers when required.
  • Use only the physical address for the service facility location field.
  • Don’t forget to include NPI information where indicated.

Include Proper Documentation

Sometimes paper billing requires proper documentation to be mailed with the claim form.

  • Itemized statement
  • Medical history or medical records
  • Primary payer explanation of benefits
  • Proof of accident, injury or incident

File a Clean Claim

A clean claim is one that is accurately completed in accordance with the insurance companies and federal government’s billing guidelines. Since billers are the last hands that touch a medical claim, they are responsible for making sure that it goes out clean. Submitting a clean claim is the only way to guarantee correct payment the first time.

Medical office managers can do their part in making the billers job a little easier in several ways.

  • Purchasing real-time benefits verification software can save precious time by verifying a patients insurance information at check-in time.
  • Upgrade your old paper-based medical record system to the electronic health record (EHR).
  • Keep the billing software pre-billing claim checks up-to-date with health care industry changes for billing, coding and information specific to certain payers allowing staff to make proper corrections.

Does Going EHR Really Mean Paperless?

By Chuck Wright

You have heard it many times from salesmen and probably even said yourself, “We are going paperless!” But are you really? Those savvy salesmen made it sound like you would be saving the environment and your wallet by switching to an Electronic Health Record (EHR) system.  In some instances you may actually use more paper.

Copier companies who service and sell medical office machines have seen increased revenues when doctors make the switch.  With over 50 popular EHR software systems out there the odds of another office having the same system is slim.  The best way to have another doctor review something is to print it.  Laser printers continually run in the background as reports, prescriptions, back-up copies, file transfers and other things are printed.

It is true that eventually you won’t have to use charts but many offices still keep them around.  Offices that have been accustomed to using charts in the past are reluctant to completely stop using them.  Over half of the doctors who switch to EHR still use charts until they are satisfied the new system fills the needs of the office.  Some offices even use both systems in a form of redundancy to ensure no mistakes are made.  Other offices have made the major investment to put the system in place and be compliant only to go back to the way that works best for them.

Most doctors would rather interview the patient their way instead of filling in the boxes that the software system dictates.  This allows them to focus on the patient instead of the computer screen.  The resulting interaction results in old fashioned paper notes being taken and then transferred into the system afterwards.  What do you think the doctors do with their notes?  You guessed it, put it in a chart because it is easier than scanning it.  Other items go back into the chart as well…outside labs, referring doctors, and other services that arrive in a hard copy format make it back to a chart.  The only way to get these items into a system is to spend valuable time and resources to scan or re-enter the information.  That is why in so many electronic patient files you see the message “Refer to Paper Chart”.

There is also the inevitable fear of the computer system going down.  How many times have you had to reboot your computer system and reconnect all the devices on the network?  Hopefully you are able to fix it quickly without having to call in your IT personnel.  The problem is that even a quick fix cause delays in a busy day of scheduling patients.  You can’t just send your sick patients home because your system isn’t working properly…you have to go back to the old tried and true method of paper.  Keeping enough supplies of the old system around ensures your ability to have a back-up system when all else fails.

Don’t Fire Your Printing Company – The EHR system only streamlines the health records in your practice, it does not stop the other paperwork in the office.  You are still going to be calling your local printer for a vast array of items.  The forms that have made your office run efficiently will still need to be ordered.  There still are going to be letters sent out on your company’s letterhead and put into an envelope.  Business cards are still needed for you to interact with others. Thank you cards should be used for referrals, and so on.

Paper products will still be used for your accounting services as well.  A printer who specializes in medical items will be your best resource for checks, specialty billing and insurance forms, invoices and other items needed for proper accounting and billing.  Even if your EHR system has billing features included special supplied laser forms may be required for the system to print on.

Patients Need Paper Products – Try sending your patient home after having a procedure done with a disk that has electronic follow up instructions on it…It just won’t work.  You are going to have to send them home with paper work.  Doctors who do routine procedures have preprinted instruction sheets ready for their patients to take with them.  This saves precious time and resources by not having to wait in line for the laser printer to print.

When the patient needs to get a prescription filled this typically is on paper as well.  While some EHR systems are set up to send an electronic prescription to the pharmacist, you would have to know to which pharmacy to send it and if they are capable of receiving it electronically.  Most doctors just use the old reliable paper prescription and let the patient decide where they want to have it filled.  The State of Florida requires that controlled substances, Medicaid and certain prescriptions be written on tamper proof prescriptions provided by a state approved printer.  Again, this is where it is good to have a printer who specializes in medical printing needs. They can answer all the questions about prescriptions and even provide approved laser sheets on which your system can print.

Patients also need HIPPA compliant sign-in sheets, appointment cards and like brochures or other printed materials that explain other services your office has to offer.

So, next time someone says, “We are going paperless” just imagine how your office would run without it.  And for that misnomer about being environmentally friendly by not using paper just think about this for a minute.  Paper is not made from knocking down trees in rain forests; the trees from where we get our paper are grown by American farmers in crops just like wheat and corn. Paper is typically made from the discarded parts of the tree that can’t be used for building products.  Paper is the only thing that your office uses that is truly biodegradable…the same can’t be said for the computers and disks that hold the electronic data.

Chuck Wright is the owner of the printing companies, TWI Services, Inc and the president of the information group, Medical Office Resources of Florida, LLP.  He can be reached at

Are you using the correct form when submitting your claims?

Are you using the correct form when submitting your claims?  This seems simple, but can be more complex than you think. Here is a breakdown of the type of claims and which form is appropriate:

New HCFA | CMS 1500 (02/12)
New HCFA | CMS 1500 (02/12)


This is the red-ink on white paper standard claim form used by physicians and suppliers for claim billing. Any non-institutional provider and supplier can use the CMS-1500 for billing medical claims.

  1. Physician services
  2. Physician assistants
  3. Nurse practitioners
  4. Clinical nurse specialists
  5. Nurse midwives
  6. Certified registered nurse anesthetists
  7. Clinical psychologists
  8. Clinical social workers
  9. Home dialysis supplies and equipment
  10. Ambulance services
  11. Clinical diagnostic laboratory services


Form UB04
Form UB04

This is the red-ink on white paper standard claim form used by institutional providers for claim billing. Any institutional provider can use the UB-04 for billing medical claims.

  1. Community Mental Health Center
  2. Comprehensive Outpatient Rehabilitation Facility
  3. Critical Access Hospital
  4. End-Stage Renal Disease Facility
  5. Federally Qualified Health Center
  6. Histocompatibility Laboratory
  7. Home Health Agency
  8. Hospice
  9. Hospital
  10. Indian Health Services Facility
  11. Organ Procurement Organization
  12. Outpatient Physical Therapy Services
  13. Occupational Therapy Services
  14. Speech Pathology Services
  15. Religious Non-Medical Health Care Institution
  16. Rural Health Clinic
  17. Skilled Nursing Facility

New CMS 1500 Claim Form Approved

New CMS 1500 (Form 02/12)

NUCC Approves Transition Timeline for Version 02/12 1500 Health Insurance Claim Form

Chicago, IL – The NUCC is pleased to announce the approval of the timeline for transitioning to the version 02/12 1500 Health Insurance Claim Form (1500 Claim Form).  In June, the NUCC announced the approval of the updated 1500 Claim Form that accommodates reporting needs for ICD-10 and aligns with requirements in the Accredited Standards Committee X12 (ASC X12) Health Care Claim: Professional (837P) Version 5010 Technical Report Type 3.

The NUCC approved the following transition timeline at its in-person meeting in Chicago, IL on August 1, 2013.

  • January 6, 2014: Payers begin receiving and processing paper claims submitted on the revised 1500 Claim Form (version 02/12).
  • January 6 through March 31, 2014: Dual use period during which payers continue to receive and process paper claims submitted on the old 1500 Claim Form (version 08/05).
  • April 1, 2014: Payers receive and process paper claims submitted only on the revised 1500 Claim Form (version 02/12).

This timeline aligns with Medicare’s transition timeline.

Additional information about the 02/12 1500 Claim Form is located on the NUCC’s website:  Resources available include a sample of the updated form, contact information for obtaining printer files and updated forms, a crosswalk between the updated version and current version of the form, the NUCC’s instruction manual for the updated form, and a map between the updated form and the ASC X12 837P.

About the NUCC

The 1500 Claim Form is maintained by the NUCC.  The NUCC is a voluntary organization of health care industry stakeholders representing providers, payers, designated standards maintenance organizations, public health organizations, and vendors.

For more information on the 1500 Claim Form, visit the NUCC website, or email


We have new CMS 1500 Claim forms in stock and ready to ship. Visit or call us toll free at 800-869-6590 with any questions or to place an order. Thank you for your business!