Every payer sets a timely filing limit, the window in which a claim must be received. These limits differ by payer, by plan type, and sometimes by contract. A claim that misses the window is frequently denied with little chance of recovery, even when the service was fully documented.
How to keep deadlines visible
- Record the filing limit for each payer in one reference sheet, with the source and the date you confirmed it
- Calculate the deadline from the date of service and show it on the account
- Run a weekly report of unbilled or unpaid claims approaching the limit
- Keep proof of submission, such as clearinghouse acceptance reports, for every claim
When a claim is late
Some payers accept proof of timely submission, such as a clearinghouse report showing the claim was sent before the deadline. Gather this evidence immediately, because it is difficult to reconstruct later. If no proof exists, the claim usually has to be written off, which is why prevention is the only reliable strategy.
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