Monthly Teams Meeting: December 15, 2025
On Monday’s Teams Meeting, we discussed:
-Meal break violations: It is important that hourly team members take a full 30-minute lunch period. Even if you take a 29 minute and 47 second lunch, this is considered a meal violation. Hourly team members must take at least a full 30 minutes for the meal period. Anything between 30-35 minutes is perfect!
+A meal break must be taken within the first 5 hours of your shift, even if you’re not working a full day.
-Jenn sent an email on December 5th entitled Important Reminders & Updates Regarding the Claim Management/HCFA Process:
+There are a few things we need clinic teams to improve or pay extra attention to in order to ensure claims are able to be billed and processed properly:
-The patient’s Member ID MUST be entered into Capture in the insurance tab. You should not skip filling in that section. If the Member ID is not included in the claim, it will not be billed and will be returned to the clinic to be completed.
-The patient’s physician MUST be entered into the HCFA in order to be billed. The simplest way to get this entered into Capture is by adding the patient’s physician to the appointment, since this auto-populates to the HCFA associated with that appointment. Otherwise, it needs to be added when completing the HCFA.
=The patient’s physician can be found on the auth, the prescription, or the patient’s intake forms.
+If the patient’s physician is not included in the claim, it will not be billed and will be returned to the clinic to be completed.
-The Claim Management screen needs to accurately reflect the insurance at risk. The IVF shows what insurance company is responsible to pay for hearing aids and testing—see image below with those sections from the IVF highlighted.
=The insurance company paying for the claim needs to be populated to the “Company” section under the “Insurance Information” heading on the Claim Management screen, see image below.
+PCCs: You need to check this on the IVF and be sure the correct insurance is entered into Capture with the Member ID.
+PROVIDERS: You need to be sure you’re choosing the correct insurance when entering the insurance estimate on the invoice.
-If the correct insurance is not listed on the claim and the admin team is unable to change it from the claim management screen, the claim will not be billed and it will be returned to the clinic to be corrected.
-The patient’s GENDER needs to be entered into the patient’s profile so that it will populate to the HCFA. If it is not entered, the claim will be sent back to the clinic.
-Jenn hosted a provider training on December 12th for 4 CEUs.
+We will send an email soon with a link to the recording and instructions on how to obtain CEUs.
+CEUs are approved for the recorded training until December 12, 2026.