How to Streamline Your In-House Collections Process

Running your own business is hard work, but it instills a definite sense of pride.  Even if you are not responsible for direct ownership of a company, working to help a business grow and flourish is an exciting endeavor.  If you are an owner or operator of an interpreter business, you understand that you and your employees work hard to provide the best interpreter services possible.  In the context of interpreter services provided for workers’ compensation cases, you may have run into a very common problem – after you have rendered these quality services, getting the insurance company to pay your invoice can be quite challenging.  There are many ways you can help streamline your collection process to make sure the insurance company is not holding onto your money for any longer than necessary.

First, using the services of a professional who specializes in the area of interpreter collection is an excellent way to help streamline the collection process.  Some businesses fall into the trap of thinking they should just use the same employees for their collection efforts against the insurance company that they use to collect other types of invoices.  The problem with that type of thinking is that those employees are not specially trained in not only dealing with the insurance companies, but also the specific laws surrounding interpreter collections.  For example, your regular employee will not know that the interpreter invoices are required to be paid within sixty days and will not know what types of penalties the insurance companies may face if they fail to pay on time.  Using an expert will help make sure that your invoice is collected quickly, and also that you receive all fees and penalties to which you may be entitled.

Another tip to help streamline your collection process is to make sure you receive confirmation emails or letters from the defense when they book your services.  If you have upcoming AME or QME appointments for which you need to provide interpreter services, it is best to have written confirmation.  Make sure you keep email or letters confirming that you have been scheduled to provide the services.  In addition, make sure that in the writing it confirms that your services are required at the AME or QME.

Along the lines of making sure you keep all the right paperwork, you should send a “Proof of Service” with the invoice you send to the insurance company.  Make sure you do this each and every time that you send an invoice.  An insurance company has sixty days to pay your invoice.  If they fail to do so, then they could be subject to extra fees and penalties.  Having a written “Proof of Service” will let you prove exactly how long the insurance company has been in possession of your invoice, preventing them from denying that they owe such penalties or even denying they ever received a copy of your invoice at all.

Keep a copy of any objections to your invoice.  Similarly, make sure that you keep a copy of any notices concerning the reduction of your fees.  There are specific laws surrounding how long and the reasons for which you may appeal such a reduction.  Keeping a copy of this paperwork together with your invoices will help make sure the procedure to collect on these invoices and appeal the reduction of your fees is streamlined.

Contact us today for a consultation at 714-860-7688.  We will talk about your business and how we can help collect your interpreter invoices, free of cost to you and your business.

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