Keeping track of Payments and Receipts

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MiniMacsMom
MiniMacsMom Member Posts: 595
edited June 2014 in Employment, Insurance, and Other Financial Issues

How do you keep track of all your payments.  I have had a few re-billed to me that I have had to look up and verify that I paid. Ugh, and I don't think i have a great method.  Here's mine. 

I have a binder and every month I print off the processed insurance claims from my ins website.  When the bill coems in I verify from that ins print out that its a legit bill and the correct amount. Then I pay.  I write on the leftover bill and the insurance print out what date and how I paid, CC, CK, Online, ect....

All those payments go in a binder, all of them together all from different doctors hospitals, locations, ect.  So when I have to verify something that I am sure I paid it because a mess to look through. 

How do you organize your bills? Esp when the are from different docs and dates.

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  • SpecialK
    SpecialK Member Posts: 16,486
    edited January 2012

    I put mine with the associated procedure in my binder.  I have my binder tabbed by category, i.e. BMX, MRI, chemo, Rx,  etc. so when I pay a specific bill I put it with whatever it pertains to. I use those stick-on tabs and label with my electronic label maker within the category so I can easily find things.  Within my main chemo tab, I have sub-tabs for calendared appts, labs, co-pay receipts, billing, insurance referrals, etc. I have also found the need to make a lot of notes on the bill so I can recall what I did if it was a complex situation, or included billing for more than one procedure or office visit.  At the front of my binder I also have a running narrative of phone call conversations with the name of who I spoke to and the date, etc. so I can refer back if I need to.  I have had 6 surgeries at three different facilities, plus imaging at 3 more different facilities, meds from 4 different sources, a BS, MO, radiologist, and military docs - none of who are connected so it can get confusing!

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  • sewingnut
    sewingnut Member Posts: 1,129
    edited January 2012

    I have a binder for EOB's only. It is by date of service.  When I get the bill I pull the EOB and make sure everything was processed currectly. If everything is OK I pay the bill then staple it to the EOB. I have had facilities bill be twice for the same procedure. I also have a binder with all my reports in it. It is tabbed by procedure.

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  • MiniMacsMom
    MiniMacsMom Member Posts: 595
    edited January 2012

    See, I dont' get a separate EOB for each treatment from the insurance, I guess I could print one though.  And those stupid little bills, it seems like once you pay them all the pertinet info is so much harder to find (once the rippy part is gone :) )  Anyway, it looks like I will have to get some more tabs. 

     I have a separate binder for all my results/labs/notes/ect.  But the billing is what kills me. Sounds like I need to get more sorting involved.  

     Do you request itemized statements from all your procedures to check for mistakes or do you just go with whats billed.  I got one for my BMX (they called my port an implant, which technically it is....)  Any way thanks for the help!

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  • Cynthia1962
    Cynthia1962 Member Posts: 1,424
    edited January 2012

    I created a spreadsheet in Excel that lists all the facilities, drs & labs across the top and the dates of service along the left side.  After I receive an EOB, I enter the amount I owe in the applicable date spot for that facility.  I have a separate area on the same sheet which looks like the other spreadsheet but it's where I enter my payments and those amounts are automatically deducted from the total due each provider.  So, when there is a question about a payment, I just look at the date and provider to see if I entered a payment.  It also makes it really easy to know how much in total I owe a provider if I have a payment arrangement.  And, it makes doing my taxes easier when it comes time to itemize what I paid out in medical costs.  I begin a new spreadsheet each year so each year has it's own tab.  I keep all the EOBs for that year together in it's own folder until that year is over and paid for then it goes in front of the older years.  If there are any discrepancies, I can either note it on the spreadsheet or I document it on the EOB.  In years where I've had more providers, I staple the bills to the EOB's.  And, I always check my bills for errors. 

    It really is amazing how much paperwork having cancer can generate.

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  • lhasamom
    lhasamom Member Posts: 35
    edited February 2012

    I keep folders that are broken down:  Referrals, Authorizations, Pending, Paid, Hospital(s) I've had surgeries at 3 differentt hospitals.  We get EOB's for everything, so I just staple them to the corresponding surgeries.  Also any conversations I have concerning ANYTHING I write date/time/person I spoke to, and the conversations with that person.  Document everything!

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  • scuttlers
    scuttlers Member Posts: 1,658
    edited February 2012

    My DH uses both the Excell spreadsheet and staples the EOB to the bills. He has kept it very organized for three years so far.

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  • TwoHobbies
    TwoHobbies Member Posts: 2,118
    edited February 2012

    I also use Excel.  I copy over the info from the EOB and list the claims in the order they went to  the insurance company so I can track my deductible and when max out-of-pocket hit.  Then I mark what I've paid and date.  Excel is nice cause I can filter by hospital, physician, etc., when you have to figure out what you owed and what is left.  

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  • FLDREAMER
    FLDREAMER Member Posts: 166
    edited March 2012

    I have a very thick (big) binder.  Then, I  bought lots of those two sided colorful pockets at Staples.  I have one for each provider.  When I receive an EOB, I keep the originals in order by date of the top EOB in the back of the binder with a huge "clip"   (fat rubber band would work too.) But I always make a copy (at work) of the actual EOB for each of those providers. This is because sometimes there are 4 or more EOB's in the group I receive.   I make notation on the original that I made a copy and put a checkmark on the copy.  

    The copy (since it's not so thick) goes into the individual page for that provider.  I label the page so I know which provider is which.  When I receive a statement from the provider, I go to their section and can verify services, check on what ins has paid, what I've paid and what I owe.  

    I like things visual off the computer so that's why I don't use Excel.  Plus I have Excel at work but not at home. 

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