It's the 15th of the month, and you just received your VaxCare compensation check! Now you need to know why VaxCare paid you what we paid you.
Each compensation cycle runs from the first day of the month to the last day of the month, and then your check is mailed and the reports uploaded on the 15th of the following month (or the next Monday if the 15th falls on a weekend). For example, January's compensation runs from January 1 to January 31, and your check is mailed on February 15th.
You have several reports available to you on your VaxCare Portal, but one of the most important is the Compensation Detail Report. This is an itemized list of every patient and vaccine that either contributed to -- or deducted from -- your compensation check for that cycle. In fact, it's so important, we recommend you reconcile this report monthly.
To find your compensation detail report, log in to your VaxCare Portal and then click on Resources > Reports > Compensation Detail, as shown in the image below.
The report will default to the latest compensation cycle, but you can use the drop down box to choose another month. Keep in mind that the most current compensation detail report will have last month's name, as the report available on February 15 is for January's shots. If you prefer to view the report in Excel, you can use the "Export" link at the top of the report. The Excel version also shows the Provider who ordered the vaccine for each patient.
You will see that the Compensation Detail Report is broken down by patient, location, date, payer, vaccine name, and the current status of your payment related to that patient (the Excel report also includes Provider). Reconciling your compensation detail report for the month depends on the "status" column. To reconcile, see the descriptions below.
“Paid” – Means VaxCare billed the patient's insurance and paid your office for administering that vaccine, so NO ACTION NEEDED. If the patient was Risk Free, keep in mind that their claim may still be pending with the insurance company, but we went ahead and paid you, according to our Risk Free Guarantee.
“Partner Bill” – Means that your registration staff intentionally chose that your office would bill for the patient (i.e. they are out-of-network with VaxCare, receiving a vaccine out of age indication, etc.). Ensure that you have billed for any vaccine listed on your compensation detail as Partner Bill. Remember: For any vaccine listed as Partner Bill, YOU BILL FOR BOTH THE VACCINE CPT AND ADMIN CPT.
“At Risk: Dose Pending ($0.00)” – NO ACTION CURRENTLY NEEDED, but we are attempting to contact your patient to get updated information and/or negotiate with the insurance company because your staff submitted the patient At Risk. If you see an At Risk reason provided (i.e. “At Risk – incorrect demographic info”), you can call our billing department to update the patient's info so we can refile more quickly.
“Patient Write-off ($X.XX)” – Your staff submitted an At Risk dose, and though we tried to contact the patient and/or insurance company, we were unable to receive reimbursement and charged the cost of the vaccine back to your practice. READ THE REASON FOR THE CHARGE BACK TO DETERMINE NEXT STEPS (below).
Out of network, no vaccine coverage, etc: You can attempt to bill either the patient’s insurance or the patient, as we were not able to bill and/or attempted to bill but the patient did not have vaccine coverage for the products they received.
Write-off related to an unpaid patient deductible: Per our billing department, please have the patient call VaxCare and make the deductible payment by phone.
For any reason: If you are unsure why you were charged back for a patient's vaccine(s), you can call our billing department at 1-888-829-8550.
If you see patients with dates of service prior to the compensation cycle, this means they are (or were) pending from previous months. At Risk patients will pend on each report until either their claims are paid by the insurance company (in which case their status will show "paid") or 90 days have passed and we charge the vaccines back to your practice (in which case their status will show "patient write off.")
Still have questions? Reach out to our Customer Care team. We're happy to help! Message us directly by clicking on the blue Intercom bubble in the bottom right corner of your screen. Email us at firstname.lastname@example.org. Or call us at 1-888-829-8550.