PRIVATE PRACTICE - Administrative Training Series: Phase 2 Treatment In Clinic

Participants can purchase each phase individually or save by purchasing the complete three-phase series bundle.

.035 CEUs/ 3.5 Contact Hours
Course Level: Beginner, Intermediate, Advanced, Multiple Levels

Phase 2: Treatment and In-Clinic Administrative Processes of the Administrative Training Series focuses on the administrative and revenue-cycle processes that occur from the patient’s first appointment through claim submission, payment, and accounts-receivable follow-up. Participants will learn how effective communication, scheduling, payment collection, accurate billing, denial prevention, and organized follow-up support the patient experience and the financial health of the practice.

Part 1: First Appointment addresses the administrative team’s role during the patient’s first appointment and throughout the episode of care. Participants will learn how arrival procedures, effective communication, plan-of-care discussions, scheduling, and payment collection work together to create a positive patient experience and support successful practice operations.

Part 2: Claims and Billing Fundamentals introduces the foundational concepts and processes involved in submitting accurate claims for outpatient therapy services. Participants will examine the CMS-1500 claim form, CPT coding, billing rules, modifiers, claim edits, and strategies for preventing common claim rejections and denials.

Part 3: Accounts Receivable and Payment Processing focuses on the processes and practices used to monitor, collect, and manage outstanding payer and patient balances. Participants will learn the fundamentals of accounts receivable, effective tracking and follow-up, EOB review, rejection and denial workflows, and patient payment and statement management.

Throughout Phase 2, emphasis is placed on creating a positive patient experience, maintaining effective communication, ensuring accurate billing and claim submission, preventing and resolving denials, managing outstanding balances, and supporting timely payment collection and the financial health of the practice.

Upon completion of this series, participants will be able to:

• Apply effective administrative and communication practices throughout the patient’s first visit and ongoing episode of care.
• Coordinate plan-of-care communication, scheduling, and payment collection to support patient understanding, engagement, and continuity of care.
• Explain foundational claims and billing concepts, including the CMS-1500 claim form, CPT coding, billing rules, modifiers, and claim edits.
• Identify common causes of claim rejections and denials and apply strategies to prevent and resolve avoidable billing issues.
• Describe effective accounts-receivable processes, including tracking outstanding balances, reviewing EOBs, managing follow-up workflows, and collecting patient payments.

Part 1: First Appointment, topics include: 

1. Arrival/First Visit
The first visit is critical for setting the patient up for a positive patient experience with the practice. This session reviews essential arrival and check-in processes.  Participants will learn how to engage with the patient beyond transactional information and how to successfully set the stage for a successful patient journey. 

2. Communication Skills Along the Journey
Effective communication is essential throughout the patient’s journey, from the initial appointment through completion of care. This session explores practical strategies for communicating clearly, professionally, and empathetically while responding to patient questions, concerns, and changing needs.

3. Explaining the Plan of Care, Scheduling, and Collecting Payment
Administrative team members play an important role in helping patients understand the practical aspects of carrying out their plan of care. This session reviews strategies for reinforcing scheduling expectations, supporting adherence to the recommended visit plan, and collecting patient payments accurately and professionally.

Part 2: Claims and Billing Fundamentals, topics include: 

1. CMS-1500 Overview
The CMS-1500 claim form communicates essential patient, provider, insurance, and service information to the payer. This session introduces the form’s primary components and explains how accurate and complete claim information supports timely processing and payment.

2. CPT Coding Basics and Billing Rules
CPT codes provide a standardized method for reporting the services furnished to patients. This session introduces foundational outpatient therapy coding concepts and billing rules, emphasizing the importance of accurately translating documented services into claims.

3. Modifiers and Edits
Modifiers provide additional information about a service, while claim edits help payers evaluate whether reported services meet applicable billing requirements. This session explains the purpose of common modifiers and edits and identifies how their correct application can reduce billing errors and payment delays.

4. Preventing Claim Rejections and Denials
Claim rejections and denials can delay payment, increase administrative work, and negatively affect the practice’s revenue cycle. This session identifies common causes of rejected and denied claims and presents practical strategies for improving claim accuracy and preventing avoidable problems before submission.

Part 3: Accounts Receivable and Payment Processing, topics include: 

1. Accounts Receivable Basics
Accounts receivable represents money owed to the practice for services that have already been provided. This session introduces essential AR concepts, aging categories, common benchmarks, and the importance of timely follow-up in maintaining a healthy revenue cycle.

2. Organizing and Tracking Accounts Receivable Effectively
A structured tracking process helps practices identify outstanding claims, prioritize follow-up, and prevent balances from being overlooked. This session reviews practical methods for organizing AR work, assigning responsibility, documenting actions, and monitoring progress toward resolution.

3. Fundamentals of an Explanation of Benefits
An Explanation of Benefits provides important information about how a payer processed a claim, including allowed amounts, payments, adjustments, denials, and patient responsibility. This session explains the primary components of an EOB and how to use that information to determine the appropriate next step.

4. Creating Effective Rejection and Denial Workflows
Consistent workflows help practices respond to rejected and denied claims promptly and identify recurring problems. This session reviews how to categorize issues, determine corrective actions, document follow-up, meet applicable deadlines, and use denial trends to improve front-end and billing processes.

5. Managing Over-the-Counter Payments and Statements
Timely collection and clear patient statements are essential components of patient-balance management. This session presents best practices for collecting and documenting over-the-counter payments, communicating outstanding balances, and producing statements that are accurate, understandable, and consistent with practice policies.

This series was recorded in 2026.