Demographic Entry

Demographic Entry

Name

Why Accurate Demographic Entry Matters

Even the smallest error in patient information can trigger denials, delay payments, and create unnecessary rework. Our team ensures every patient record is captured with 100% accuracy so your claims move smoothly through the billing cycle. We follow strict HIPAA-compliant workflows and multi-level QC to protect both your revenue and your patients.

What We Cover

1. Patient Information Verification

We collect and validate:

  • Patient name, DOB, gender

  • Address, contact details

  • Responsible party and guarantor information

  • Emergency contact details

2. Insurance Eligibility & Verification

  • Capturing complete insurance details

  • Validating active coverage

  • Checking copay, deductible, coinsurance

  • Identifying plan-level limitations

  • Confirming PCP requirements or prior auths

3. Accurate Data Entry into Your PMS/EMR

We enter demographic details directly into your system (Athena, Kareo, AdvanceMD, DrChrono, Experity, etc.) with:

  • Standardized formats

  • Verified insurance data

  • Correct policy sequencing (Primary, Secondary, Tertiary)

4. Document Handling

  • Uploading insurance cards, ID proofs, referral forms

  • Naming and labeling documents as per practice guidelines

  • Ensuring all data is audit-ready

5. Multi-Level Quality Check

We perform dual QC to ensure:

  • No typo, mismatch, or missing field

  • Correct payer ID and plan type

  • Exact match with eligibility results

  • Zero rework for the provider

Our Workflow (Step-by-Step)

Step 1: Receive patient documents

Secure file transfer or EMR access.

Step 2: Extract & validate information

Every detail is cross-checked with insurance portals.

Step 3: Enter complete demographics

Clean, structured, standardized entry.

Step 4: Eligibility check

Real-time payer validation.

Step 5: Final QC & approval

Nothing moves to charge entry unless it’s perfect.