Mailroom Management

• The payer can auto-forward their current PO Box and the claims will automatically route to SDS’ mailroom
• SDS can open a new PO Box for the payer and then payer would publish that PO Box on their member ID cards
• Payer can receive the claims at their current mailroom, then box them up and FedEx them to the SDS mailroom who will receive them next day

Yes, SDS intakes all paper documents and can index them and wrap workflow around each document. For example, we can index the needed fields off an appeal, route to an appeals workflow queue, and present that indexed info in an easy to read and respond to format. Or, SDS can simply scan non-claim documents and post them to work queues for the payer to retrieve and process.

SDS can sort claims based on client requests and customized business logic. We batch and sort claims in 3 categories and utilize attachment and document separators as needed. This allows us to know the claim images that need OCR and capture, and the attachment pages that don’t need capture, but need to be accompanied with the claim image when we archive it.

• Single page claims without attachments
• Single page with attachments – these batches utilize a document separator sheet. Since every document has exactly one claim page, we do not need the Attachment Separator. We know the first page for a document is a claim and every page after that are attachments. We do not know how many pages are on a document (since each document can have any number of attachments). Therefore, we need a Document Separator to indicate when one document stops and one starts.
• Multi-page claims with or without attachments – These are batches where every document can have one or more of claim pages and any number of attachments. Since we do not know how many claim pages a document has we need the Attachment Separator (if there are attachments for the document). We know the first image of a document and every following image until the Attachment Separator is a claim page. If there is an Attachment Separator, every page after the Attachment Separator until the next Document Separator is an attachment page. If there are no attachments on the claim we do not need an Attachment Separator.

Yes, SDS scanning includes automated Document Control Number (DCN) assignment, however, this is customizable. Typically we imbed the Julian date into the DCN. Regardless, our ScanRite scanning software tracks the scan and receive date of the document. This information is then indexed to the document.

SDS will hold the original claims for 30 days and then an on-site HIPAA compliant document destruction service shreds the claims. A SDS employee monitors at all times to ensure HIPAA compliance. We store claims by client, and each batch has a unique batch number and each document has a unique DCN number applied, so if we need to reference a physical document, we can easily find it.

SDS utilizes a backlit x-ray scanner to scan film x-rays, and then once scanned, hitches the x-ray image to the corresponding claim image so it’s easily readable. Paper x-rays are scanned via a scanner setting grayscale, or higher resolution, to ensure fidelity of the image. These x-rays are also in corresponding order following the claim image.

SDS has a workflow based fax processing system. Specifically, our system eliminates the need to print and scan fax receipts. We will automatically sweep your fax servers to retrieve the documents, group the pages, identify the document, data capture, edit the data, and route to the appropriate queue in correct format. We can provide reject queue notifications, and correction interfaces for your faxed documents. This, in-turn, reduces your costs and your TAT.

Our mailroom can process “white-mail” (other documents received at the P.O. Box, such as doctor’s notes, collateral, and correspondence). White-mail can be sorted by SDS staff prior to return or scan. Clients often categorize how they would like white-mail sorted and scanned. In addition, clients typically set up work queues so client personnel can enter the system and process the white-mail accordingly. Mailroom employees do not leave for the day until production is complete.