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Policies,Administrative,UWMF,UWMF-wide,Patient Business Services

Hearing Services (113.016)

Hearing Services (113.016) - Policies, Administrative, UWMF, UWMF-wide, Patient Business Services

113.016

PBS – 13: Hearing Services
8-1-05
1

University of Wisconsin Medical Foundation
Patient Business Services Policies & Procedures
HEARING SERVICES


_ X__ New ___ Revised

If Revised, Supersedes Policy Dated: 2-1-05

Effective Date: 8-1-05

Policy Number: PBS-13
Approved By (Name): Connie Kinsella, Vice President, Patient Business Services


Purpose
To define the process for billing and collecting for various hearing supplies including hearing
aids, hearing aid repairs, molds, batteries, and related accessories.


Policy
1. Certain hearing supplies are never covered by insurance and, in some cases, are subject to
sales tax. These items will be treated as retail services and will not be recorded in Epic.
Examples include:
 Hearing aid batteries
 Ear molds and related accessories (not provided in conjunction with a hearing aid)
 Hearing assisted devices

2. The exception to #1 above is hearing aid batteries for Medicaid patients or those provided at
the time the hearing aid is dispensed. Batteries for Medicaid patients will be recorded on an
approved encounter form and entered into Epic. Batteries provided with a hearing aid will be
included in the price of the hearing aid.

3. Hearing aids and hearing aid repairs that are not covered by insurance will be posted to the
personal/family account and collected at the time of service.

4. Hearing aids and hearing aid repairs that are covered by insurance, in whole or in part, will
be posted to the patient’s personal/family account and billed.


Procedure

RETAIL SERVICES
1. Reception staff will accept the payment and record all necessary information on the Retail
Payment Log (note, this log is pink; the standard Payment Log used to record other patient
receipts is blue).

2. Generate a written receipt, using the three-part receipt forms. One copy should be given to
the patient, one copy should be sent to finance, and one copy can be maintained at the site.
Note: nothing (no encounter forms or payment receipts) should be sent to PBS for
retail service items. Everything will be handled directly by Finance.

PBS – 13: Hearing Services
8-1-05
2

3. Conduct the Daily Reconciliation (as defined in the Retail Payment Policy).

4. Retail supplies sent to patients via mail should be sent using the Retail Services Invoice.
Once payment is received, it should be processed as all other retail services (i.e., recorded on
the payment log and sent to finance with the daily retail payment deposits).


SELF PAY SERVICES (supplies not covered by insurance)
1. Hearing Aids
a. Evaluation
i. The charge associated with the evaluation to determine whether a patient
requires a hearing aid should be tied to the patient’s personal/family account,
recorded on an approved encounter form, and sent to charge entry, as usual.

b. Hearing Aid Pick-up & Fitting: Check-out
i. Following the fitting, the audiologist will give the patient the completed
encounter form for entry via the check-out procedure. The patient will be
instructed to check-out.
ii. The Audiologist will provide the patient with a contract describing the
payment terms associated with the hearing aid.
 A scanning label should be generated and affixed to the upper right hand
corner of the contract.
 The contract should be sent, via inter-d mail to “Scanning, PBS, Excelsior
Drive.”
iii. When the patient returns to the check-in/out desk following his/her
appointment, reception staff will bring up the appointment screen and click on
check-out and follow the process outlined on the attached screen shots.

2. Hearing Aid Repairs
a. Hearing Aid Sent for Repair
i. The audiologist will mark the encounter form as “hearing aid repair no
charge.” The encounter form should be sent to charge entry, as usual.

b. Hearing Aid Repair Pick-up
i. Following the repair pick-up, the Audiologist will give the patient the
completed encounter form with the repair charge dollar amount noted for
entry via the check-out procedure. The patient will be instructed to check-out.
ii. When the patient returns to the check-in/out desk following his/her
appointment, staff will follow the process outlined on the attached screen
shots.

3. Hearing Aid Returns
a. If a patient returns a hearing aid, staff should send an e-mail to:
Chargeco@uwmf.wisc.edu detailing the charge correction which is required. A
copy should be sent to the Supervisor of Special Business Services.


PBS – 13: Hearing Services
8-1-05
3
SERVICES PARTIALLY OR WHOLEY COVERED BY INSURANCE
1. Hearing Aids
a. Evaluation
i. The charge associated with the evaluation to determine whether a patient
requires a hearing aid should be tied to the patient’s personal/family account,
recorded on an approved encounter form, and sent to charge entry, as usual.
ii. If the patient will be financially responsible for any portion of the hearing aid,
the Audiologist will provide the patient with a contract describing the
payment terms associated with the patient payment portion of the hearing aid.
 A scanning label should be generated and affixed to the upper right hand
corner of the contract.
 The contract should be sent, via inter-d mail to “Scanning, PBS, Excelsior
Drive.”
b. Hearing Aid Pick-up & Fitting: Check-In
i. The appointment should be tied to the personal/family account and an
encounter form should be generated.
c. Hearing Aid Pick-up & Fitting: Checkout
i. Following the fitting, the audiologist will give the patient the completed
encounter form.
ii. If the patient is not making a partial payment (coinsurance payment), the
encounter form should be forwarded to charge entry, as usual. Nothing more
needs to be done.
iii. If the patient is making a partial payment,
 Collect the payment using the “other payment” functionality in check-out.
As the posting method, select, “For Later Distribution.”
 Send the encounter form to charge entry following standard charge
processing processes.

2. Hearing Aid Repairs
a. Hearing Aid Sent for Repair
i. At the time of check-in, the appointment should be tied to the personal/family
account and an encounter form should be generated.
ii. The audiologist will mark the encounter form as “hearing aid repair no
charge.” The encounter form should be sent to charge entry, as usual.
b. Hearing Aid Repair Pick-up: Check-In
i. At the time of check-in, reception staff will ensure that the appointment is tied
to the Personal/Family account and print an encounter form.
c. Hearing Aid Pick-up & Fitting: Check-out
i. Following the repair pick-up, the Audiologist will give the patient the
completed encounter form with the repair charge dollar amount noted for
entry via the checkout procedure. The patient will be instructed to checkout.
 If the patient is not making a partial payment (coinsurance payment), the
encounter form should be forwarded to charge entry, as usual. Nothing
more needs to be done.
 If the patient is making a partial payment,
 Collect the payment using the “other payment” functionality in
check-out. As the posting method, select, “For Later Distribution.”
 Send the encounter form to charge entry following standard charge
processing processes.

PBS – 13: Hearing Services
8-1-05
4

3. Hearing Aid Returns
a. If a patient returns a hearing aid, staff should send an e-mail to:
Chargeco@uwmf.wisc.edu detailing the charge correction which is required. A
copy should be sent to the Supervisor of the Special Business Services team.


Attachments
Screen Shots for Charge Entry/Payment Posting
Retail Service Invoice


References
On Site Payment Policy (Cash Handling)
Retail Payment Policy