KAREO MANAGED BILLING
You care for your patients,
We care for your practice
Kareo Managed Billing is built on a foundation of best practices. Our work with over 35,000 medical providers means you have a resource who knows what works, what doesn’t, and why.
Our billing experts are always here to help. Think of us as an extension of your staff.
Integrated cloud-based technology keeps you current in a continuously changing landscape.
Established best practice processes help you to avoid all too common billing errors.
See how to collect faster
and save time
What is Kareo Smart Workflow?
Smart Workflow is about doing things right the first time, every time, while identifying and eliminating the root cause of mistakes. We’ve created a set of tools and procedures that make intake easier, coding more effective, and turnaround time for collecting money more efficient.
1 START SMART
To set you up for long-term success, your dedicated Success Coach will walk you through the data gathering process. You’ll understand what you need on the front-end so your medical billing can be streamlined on the back-end.
We support your office staff in the critical role they play. Our proven, modern technology automates time-consuming tasks and simplifies workflows with easy to learn and quick to navigate scheduling, check-in, billing tasks and more.
Kareo offers award-winning EHR, Native iPad EHR, and Charge Capture technology to reduce data entry and errors. Our built-in Rules Engine ensures coding is correct at the point of entry to save valuable time and help you get paid faster.
Building upon our collective experience with over 35,000 providers and hundreds of billing companies, we offer the best practices, processes, insights, and technology to help make your billing more efficient.
Robust analytics help you stay on top of your billing, understand your productivity, and track your performance. We measure key performance indicators so we can actively look for ways to find your practice revenue.
DOCTOR DESIGNED AND APPROVEDKareo’s proven, technology automates tasks and simplifies workflows with easy to learn scheduling, claim tracking, billing tasks, analytics and more.
Follow your claims from charge submission to payment posting. Claim Tracking lets you monitor where your claims are and what's being done to get you paid.
Stay on top of your billing, productivity, and track your performance. We measure key performance indicators and look for ways to find your practice revenue.
Don’t let billing tasks slow you down. Manage all your tasks in one, easy-to-use inbox. And with Kareo Mobile you can view and complete tasks anywhere.
Meet your team
With Kareo’s success team and best-in-class products and services working for you, you can be sure your billing and claims are being taken care of. Add to this our entire network of knowledge and experience, and you’re way ahead.
Your team, your success
When you sign up for Kareo Medical Billing, you get more than just billing expertise—you get a team of specialists dedicated to your success. Whatever billing issue you encounter, we can help because we’ve been there before.
Our network is your network
With Kareo Medical Billing, you don’t just have a team behind you—you have an entire network. Harness the collective experience of every Kareo practice and practitioner. More knowledge is better for business.
Every feature you need to expedite collections
Schedule with ease and confidence. Built in eligibility verification reduces denials and the work denials require.
Capture charges at the point of care, reduce duplicate data entry, and minimize errors. Available on the web and mobile.Watch Video
Produce cleaner, more accurate claims automatically with our nationwide billing rules engine.
Monitor all your claims, check their status, and see what is being done to get you paid.Watch Video
Streamline your day by managing and completing all your billing tasks in one, easy-to-use inbox.
Track your productivity and billing performance. We measure your key performance indicators so we can actively look for ways to find your practice revenue.Watch Video
Ready to speed up your collections?
1. Request a quote
Enter a few fields to let us know a little about your and your practice’s needs.
2. Talk to a specialist
A specialist will follow up with a quote, ready to help with questions or setting up your new billing service.
Get started with Kareo Managed Billing
Plans between 4-9% of your monthly collections
We want you to be a Kareo customer for life. We believe in the power of independent practice, and we want you to succeed. And we believe Kareo will help you do that.
Here to help you
Our mission is simple: to enable the success of your practice. From day one, we make it easy to get up and running with Kareo. Once onboarded, our support team is ready to make sure that your success continues. Free for Kareo customers.
Free Success Coach
You’ll get a dedicated Success Coach – at no extra cost - which includes all the personal attention and support you need.
Help to move your files
We’ll help you get your files from the cabinets and closets up to the cloud, so they can then be accessed anytime and from anywhere.
Support your way
Get support any way you want. You can contact us via phone, email or chat. We’re here to help!
SIMPLY THE BEST
According to BlackBook, for four years in a row, Kareo is the #1 integrated EHR, Practice Management and BIlling Vendor. And we continue to innovate to improve our platform!
KAREO MANAGED BILLING RESOURCES
Enabling the success of your practice
We believe in the power of your independent practice. That’s why we offer free resources to help you measure and manage your practice successfully. From white papers to webinars and more. You’ll find many great resources here for free.
Medical Office Management: Run a Better Practice | Guide
Do It Right, Right from the Start Guide to New Practice Start-Up
To Hire or Not to Hire a Billing Service
Frequently Asked Questions
Are prices per–practice, per–provider, or per–user?
Our standard monthly subscription fee for your first module is $300 per physician provider. Each additional module is 50% off of that price. There is additional, lower pricing for non-physician providers (i.e., PA, NP, PT, etc.). You can add additional users to the account who support that provider. There are no additional per–practice or per–user fees and no set-up or cancellation fees. For example, if there were two providers in an office, the fee for a single module would be $600 per month. (This pricing is an example based on our standard monthly subscription with no discounts or other promotions that may apply with specials or with our partner applications.) For more detail on pricing, visit our Plans & Pricing page.
Are there any setup fees or long term contracts?
No. There are no setup fees and no long-term contract. You simply pay as you go on a month-to-month basis and can cancel at any time.
I see that you have different plans with different prices. How do those work and what do I need to know to choose the right plan?
It is best that you get a free consultation with one of our Solution Consultants to identify your needs so you can choose the right plan for your practice.
How long does it take to setup?
You can sign up now and start using your account immediately. You can begin sending electronic claims to all commercial insurance companies within 48 hours. A few payers, such as Medicare, Medicaid, Blue Cross/Blue Shield, may require signup to file an insurance-specific enrollment form before you can submit electronic claims. Once these payers process your enrollment form, typically within 5-30 days, you can begin sending electronic claims to these payers immediately through Kareo.
Can you import my data into Kareo?
Yes. Kareo does offer Data Import services. We are able to import a variety of data, ranging from patient demographics to insurance lists. There may be a charge for our import services, which will depend on the kind of data we will be importing. The price generally ranges from $250 to $1500, however Medisoft customers are free of charge. We are able to complete most projects within 5-7 business days. You can provide your data in a variety of formats, including a Comma–Separated Value (.CSV) or Microsoft Excel (.XLS), Text (.TXT), Access Database (MDB), etc. Alternatively, if you are unable to export/acquire your data, we can remotely access your system and attempt to acquire your data for you at no additional charge.
If for some reason, I would like to discontinue my subscription, can I export my data?
Yes. If you are not completely satisfied, you can export your data at any time at no additional charge. You can save a copy of your data to your local computer in standard file formats, such as Comma–Separated Value (.CSV) or Microsoft Excel (.XLS). This provides you with the flexibility to store a backup copy of your data on your own computer or take your data with you if you ever decide to cancel your subscription to Kareo.
When do you start billing me for my Kareo account?
Subscription fees are billed a month in advance of service, except for the first month when you are billed a prorated fee based on the number of days you had access to Kareo. We accept payment by direct debit to your checking account or by credit card including Visa, MasterCard, Discover, or American Express. Payments are due on the tenth day of each month. A minimum of one provider charge will be billed when you sign up.
Where can I review your agreement and pricing details?
Do I need to set up an account with a clearinghouse? Are there additional fees?
There is no need to set up an account with a clearinghouse, and there are no additional fees for electronic claims and remittance services. Our Enrollments team will assist you in enrolling with the clearinghouses used by Kareo. Kareo offers an integrated platform that includes cloud-based medical billing software for your practice combined with electronic connectivity to insurers, all provided under one affordable fee structure.
How soon can I begin sending electronic claims?
You can begin sending electronic claims to all commercial insurance companies, such as Aetna, Cigna, United Healthcare, and many others, within 48 hours of signing up for Kareo. A few payers, such as Medicare, Medicaid, Blue Cross/Blue Shield, may require signup to file an insurance-specific enrollment form before you can submit electronic claims. Once these payers process your enrollment form, typically within 5-30 days, you can begin sending electronic claims to these payers immediately through Kareo.
What type of support can I expect after signing up?
We offer a complete onboarding and training program with your subscription. Our team will be available to answer your questions as you complete the essential steps of your onboarding including watching our training videos, setting up a provider, enrolling in electronic claims, sending your first batch of electronic claims, and having your claims accepted by at least one major insurance company.
Upon sign up, you will be assigned a Success Coach who will be with you through your entire setup process. In addition, our Kareo Training Specialists will help guide you through our training webinars. For more information visit https://helpme.kareo.com/01_Kareo_PM
What kind of support can I receive once I've completed the implementation program?
Kareo offers convenient self–service customer support resources at no additional charge with every subscription. This includes online help, user manuals, guides, training videos, knowledge bases, and our user community forum. You also receive ongoing help with any electronic claims or electronic remittance enrollment questions at no additional charge. We also offer email, chat, and phone support options.
What days and hours is your support available?
Can I process credit card payments from patients using Kareo?
Yes, we offer you the flexibility to accept credit cards online, over the phone, or storing patient credit cards on file. It’s simple and affordable to set up an account and start processing credit cards in Kareo. The payments are processed through a merchant account, deposited directly into your bank account, and posted to Kareo. This can be used in conjunction with or without a card swiper. There are no set up or monthly fees, no contracts, and you can cancel anytime. It allows you to accept all forms of card types, including FSA, HSA, debit, Visa, MasterCard, and American Express. Rates are per transaction as follows:
- Patient present in office charge: 2.3% + $0.30 tax per transaction,
- Patient credit card on file or paying online 3.9% + $0.30 tax per transaction.
Can I use Kareo to submit electronic claims to all insurance companies?
You can submit electronic claims to more than 4,000 insurers through Kareo. We support Medicare, Medicaid, Blue Cross, Blue Shield, and Tricare in every state. We also support major national insurers, such as Aetna, Cigna, Humana, and United Healthcare, as well as local IPAs and smaller insurers. To find out if you can submit electronic claims to a specific government payer or commercial insurance company, check out the Kareo medical billing software payer list.
Which insurance paper and electronic claim formats are supported by Kareo?
We currently support professional claim formats, used for provider charges, using the CMS 1500 paper claim format and ANSI 837p electronic claim format. We also support institutional claim formats, both UB-04 and 837I, for Ambulatory Surgical Centers (ASC), Comprehensive Outpatient Rehabilitation Facility (CORF), and Outpatient Rehabilitation Facility (ORF).
Can I use Kareo to bill insurance companies for Out-of-Network providers?
It is our experience that each insurance company may have a different policy regarding how they reimburse for medical claims associated with Out-of-Network providers and the level of electronic services (electronic claims, remittance, and eligibility) they support with Out-of-Network providers. These varying policies are independent of the medical software or clearinghouse used to bill them. So we recommend that you call each insurance company to receive a definitive answer regarding their claim reimbursement process and the electronic services they will allow as it relates to Out-of-Network providers.
What are the system requirements for Kareo?
Windows 7 or newer version of Windows, 1 gigahertz (GHz) or faster 32-bit (x86) or 64-bit (x64) processor, 1 gigabyte (GB) RAM (32-bit) or 2 GB RAM (64-bit), a stable high-speed internet connection such as DSL, Cable Modem, or T1, and a 17” monitor with 1024x768 screen resolution. For a better Kareo desktop application experience we recommend: Windows 7 or newer version of Windows, 2 gigahertz (GHz) or faster 32-bit (x86) or 64-bit (x64) processor, 2GB RAM and a 19” monitor with 1280x1024 screen resolution.
Can I run Kareo on a Mac?
Yes. You can access the Kareo platform in your web browser and may be accessed on any PC or Mac computer. For minimum requirements we recommend Firefox or Chrome browser installed, 1 gigahertz (GHz) or faster 32-bit (x86) or 64-bit (x64) processor, 2 gigabytes (GB) of RAM or more. For a better Kareo platform experience in the browser we recommend: 2 gigahertz (GHz) or faster 32-bit (x86) or 64-bit (x64) processor, 4 gigabytes (GB) RAM, and a 19” monitor with 1280x1024 screen resolution
How do you handle security and backups?
Your data is securely encrypted, stored, and backed up in the cloud. All your data being sent to and downloaded from our servers is protected with industry-standard encryption. Kareo is compliant with all HIPAA Privacy and Security Rules. For more information about security, please read our Security Notice.
Kareo EHR Resources
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PROVEN EXPERTISE YOU CAN TRUST