I agree with Trisha. Incorporate the processing fee into your flat fee or hourly rate. I use Square. They provide accounting reports with a few clicks which includes deduction for processing fees. Easier than Quickbooks!

Mary – processing fees are faced by anyone who accepts payments online. A few things to know:

1. They are, at least, tax deductible, so be sure to download your Stripe report when you do next year’s taxes, and deduct the amounts paid in fees.

2. Accepting checks can be problematic because the Post Office now tells us there is so much theft. I…[Read more]

Hi Katy,

I don’t think I can take a sliding scale client at the moment, but I used to work for a non-profit in the CA Bay Area focused on serving adults with IaDDs. The Lanternman Act entitles the son to a social worker through their local Regional Center. If she’s getting the run around she can contact their local ombudsman.…[Read more]

ACH payments typically don’t have fees. I’ve never tried to be paid through a web service though. Venmo for business does have fees I believe, but they may be lower, and you can probably get by using it as a “personal” account briefly while you figure something out. It’s probably not a great idea from an accounting/legal perspective, but that’s…[Read more]

Hello Mary,
I have not utilized a credit card process because of this very issue, but I would also not absorb the fee yourself. Can you offer more than one way for your clients to pay, explaining that if they pay via CC they will be charged the processing fee? Personally, I use Venmo or a certified/bankers check as ways to pay and have not had an…[Read more]

I concur with AnnMarie. I have all of my client files since my first case. I refer back for resources and on many occasions have become the advocate for another member of the family years later and have all the information on file.

Prissi

AnneMarie’s examples are very useful and illustrate the value of record keeping. To answer your question CarolAnn, we store all records in PDF format on HIPAA secure servers.

Thanks, AnnMarie. I am also interested in the medical record practices of other advocates.

Very helpful Io. Thanks so much. How are you storing your client’s medical records?

Building on Io’s comments, we keep records even longer. Our client relationships endure for many years and I cannot tell you the number of times I have gone back to a file to see about a doctor or resource that was deployed and would be useful again. Just this week, a long-time client asked me to produce the hospitalization dates for his deceased…[Read more]

Hello CarolAnne,

I am not sure if there are industry standards. In our practice we include language in our contracts that says we will keep medical records for 3 years. Most of our clients return for one reason or the other. Having continuity of record keeping makes helping these clients much more effective and efficient.

I would also be happy to take clients for billing and insurance. I used to work for hmos and insurance companies and developed new product lines for them.

My website is healthadvocateexperts.com.

Hi Linda,
I know your work and would be happy to refer clients in need of insurance advocacy but I do not usually get too many of these as it’s not something I promote.
Regards,
Barbara

My own internist is semi-concierge, she asks for a yearly fee as she takes all sorts of insurance including Medicare.

Two of my clients have concierge doctors–and those two clients also have Medicare. Their claims are still processed via Medicare, but they pay $$/month for access to their doctors. It is super helpful as their doctors have…[Read more]