Best Practices for eBilling Appeal Process: Accelerating Your Cash Cycle

The eBilling appeal process is a critical aspect of the intake to cash cycle, offering numerous opportunities to prevent rejections and reductions on performed work while accelerating the cash cycle. One key insight is that getting paid faster significantly increases the chances of receiving full or any payment. Acceleration enhances payment realization, making efficient eBilling practices vital for financial health.

eBilling Best Practice Solutions

Separate Billing and eBilling Functions

To optimize efficiency, it is advisable to separate billing and eBilling functions as much as possible. This distinction allows each team to specialize and focus on their specific tasks without overlap or confusion.

Pre-Scrub Invoices

Before submitting invoices, ensure they are pre-scrubbed to comply with client and site-specific requirements. This proactive step can prevent rejections and reduce the need for appeals.

Utilize Technology

Leverage technology to stay ahead of the billing cycle. Automated notifications for new timekeepers, matters, and rate changes can help maintain up-to-date billing information, reducing the likelihood of errors and rejections.

Appeal Requirements

Knowing and adhering to specific client and site requirements is crucial for a successful appeal process. Here are some key practices to follow:

Check Sites Regularly

Monitor billing sites daily, weekly, or monthly to stay informed about any updates or changes in requirements. Regular checks can help catch issues early, allowing for timely appeals.

Appeal Due Dates

Each client or site will have different appeal due dates. It’s essential to know these deadlines and request responses from attorneys and staff within a week to ten days to ensure ample time for processing appeals.

Appeal Requirements by Site

Different eBilling platforms have unique processes for handling appeals. Here’s a quick guide to some common platforms:

T360 (Tymetrix)

• Identification: Click on the invoices icon in the menu to identify appeals.
• Deadlines: Some clients may not have a due date (no payment until reductions are accepted), while others can be as short as 14 business days.

CounselLink

• Identification: Click on the invoices adjusted and approved icon on the home screen to identify appeals.
• Appeal Button: Some clients will have an appeal button; some will not. Specific date/time for appeal expiration may apply.

LegalX

• Identification: Check Home page messages for appeals.
• Create an Appeal Button: If available, you will see this button. No button means no reductions or the appeal window has closed.
• Second Appeals: LegalX allows second appeals if the window is still open.

Outside Counsel Guidelines (OCG) – Appeals

Reviewing OCGs for specifics related to appeals is essential:

• Matter Notes: Add bullet points to matter notes in the time and billing system and as a header to prebills.
• Monitor Deadlines: Carefully monitor appeal due dates, invoice approval, and release dates weekly on client-vendor sites.

Appeal Process Recommendations

Clear Written Process

A well-documented process for handling appeals minimizes the risk of missing deadlines and ensures staff members know their responsibilities. This clarity is crucial for maintaining an efficient appeal system.

Escalation Process

Establish a clear process for escalations to reduce the risk of missing appeals. Designate a point of escalation if there is no response from the attorney or staff.

Appeal Threshold

Implementing an appeal threshold, such as a specific dollar amount or one hour per timekeeper per invoice, can streamline the appeal process and ensure that resources are allocated effectively.

Following these best practices can improve your eBilling appeal process, reduce rejections and reductions, and accelerate your cash cycle. Efficient eBilling practices not only enhance payment realization but also contribute to the overall financial stability of your organization.