- Bill the Correct Customer Account
- Double-check your Bill to and Ship to
- Make sure you are able to bill from the correct warehouse
- Choose Rep billing and tick the “rep attended” box.
- Enter FULL Patient Names (first name, last name) in the designated box. (RedSpot protects these when printing or downloading PDF of patient sales order according to HIPPA regulations).
- ENTER BOTH Patient ID and MR number in designated box. THIS GOES FOR ALL TERRITORIES!!!!!!
- A lot of Facilities are using these to issue PO’s. Please make sure you include BOTH of these on your patient sales orders. It makes obtaining PO’s much easier for us.
- Even if you “think” that you don’t need to make note of these please do so.
- A lot of Facilities are using these to issue PO’s. Please make sure you include BOTH of these on your patient sales orders. It makes obtaining PO’s much easier for us.
- ENTER BOTH Patient ID and MR number in designated box. THIS GOES FOR ALL TERRITORIES!!!!!!
- Make sure and enter all items used.
- Enter CPT codes for all products
- DO NOT bill product that belongs to the Customer Account
- This product has already been purchased and should not be billed
- Add correct Kits used to your patient sales order
- If items are borrowed from another team make sure your inventory transfer is completed prior to billing out the product on patient sales order.
- Double check your customers billing protocol, pricing, fees, freight, etc.
- If you have any doubts on what you can/cannot bill or what your Customer Accounts pricing is confirm it with your Team leader or call Veronica/Christa at the Office.
- Contact Mike right away when you notice issues with inventory on your billing- Kits, lots, qty available, etc.
- Make sure and attached required documents to cases (i.e., scrub sheets, etc.)
- Make sure that the items billed in Redspot match all scrub sheets and payment forms (especially for HCA accounts)
- This includes correct item references, quantities, and lot numbers. Everything MUST match.
Your goal should be for patient Sales Orders not to have any adjusted items or any other issues on them when the PO is received so it can be processed right away.
- VA Medical:
- DO NOT enter patients full SS#. Enter only the last 4 digits in the patient ID slot.
- When you separate the bills remember to indicate whether or not the bill is for implants or disposables in the “ comments for customer” section
- Turn in your bill after the case
- VIP TECH cases:
- Upcoming VIP case is logged on the Arthrex VIP Website and is assigned a COS order# (i.e., 12-16-00-0000)
- Enter this COS# on the patient sales order in the COS box.
- Enter all items used in the case as you normally would
- Make sure and add the 3D or 5D calibrator fee onto your bill, and then click “discount fee”
- This fee is added from the dropbox in the fee section of your billing.
- You are charged $267.50 per each VIP Tech case
- Once the patient sales order is processed “Correctly” you are reimbursed the $267.50
- If you do not add the 3D or 5D Calibrator fee the patient sales order it is not processed correctly and you do not get reimbursed the $267.50
- Make sure and add the 3D or 5D calibrator fee onto your bill, and then click “discount fee”
- Attached any pertinent documentation to case
- If a VIP case is cancelled, postponed or the VIP Tech order is incomplete you must email Arthrex (issueorder@arthrex.com) and let them know so you are not charged the $267.50
- Upcoming VIP case is logged on the Arthrex VIP Website and is assigned a COS order# (i.e., 12-16-00-0000)
- Authorized Personnel’s Signature and written name and title
- Your patient Sales Order MUST be signed by someone that can vouch that all items were used at the time of your case.
- Whether you drop off items or stay for a case make sure you get a valid legible signature and name.
- If for any reason you add product, freight, or a fee, in other words if you add anything to your patient sales order after you have already had it signed YOU MUST get a 2nd signature and make sure you turn in billing with ALL items and 2nd signature.
- Signatures are only valid for whatever is on the patient sales order at the time it is signed.
- This is more important than you think and is a must.
- If an account disputes a patient sales order and we have a signature it serves as a P.O.D. (Proof Of Delivery) and they will most likely pay the invoice associated with the patient sales order.
- NO signature = NO payment = $ out of your pocket!!!!
- If an account disputes a patient sales order and we have a signature it serves as a P.O.D. (Proof Of Delivery) and they will most likely pay the invoice associated with the patient sales order.
- Turn in your billing to the appropriate Purchasing contact on the SAME DAY of case.
- Confirm that the billing contact has not changed and you are sending the patient sales order to the correct contact.
- If you do not turn in your billing it doesn’t exist to the purchasing agents and we won’t receive a PO for it. This is unacceptable and should not be the norm. If you turn in your billing in a timely manner the PO will most likely be available to us within the same billing month and your patient sales order will be cleared out of the system before 30 days.
- Facilities have a certain time frame to bill patients if you don’t turn in your billing on time, we could possibly not get a PO Number which means you will not get paid for that case.
- Communicate with your purchasing contacts regarding your bill.
- Change in prices, charging for lost items, etc.
- If your Customer Account requires you to enter the billing into a Vendor Portal make sure and enter it ASAP.
- BHSF, Broward Health
- Make sure you follow proper protocol for items not found in the portal.
- Enter items catalogued & send notice to correct contact for items not catalogued that need to be added in order to finish your billing correctly and await approval
- Check on status of pending bills periodically and help resolve any issues with bills not getting PO’s assigned to them in a timely manner.
- Make sure you follow proper protocol for items not found in the portal.
- BHSF, Broward Health
- Check your pendings periodically on RedSpot. Specifically bills that are over 30 days. Contact Christa and see how you can help clear them out of RedSpot.
- These bills are typically harder to clear out because they are so old and require you to resolve them in person.
- Your goal should be to have zero bills over 30 days old.
- Make sure and contact Christa with any PO number you receive right away so she can process it accordingly.
- Having customers send hard copies of PO’s will allow us to catch discrepancies between the customer PO’s and our billing before the patient sales orders are processed through redspot and invoiced by Arthrex.
- POs should be sent to christa.golden@
southernedgeortho.com , office@southernedgeortho.com or faxed to 954.697.2789
- POs should be sent to christa.golden@
- Having customers send hard copies of PO’s will allow us to catch discrepancies between the customer PO’s and our billing before the patient sales orders are processed through redspot and invoiced by Arthrex.
Remember that as long as a patient sales order is pending with no PO in RedSpot you and your team are still paying the consignment fees for the product listed on the sales order. Arthrex does not remove products from our inventory until we have processed the patient sales order with a PO through RedSpot.