ModelLettersSimplifyWorkingOverpaymentRefunds.docVIP

Model Letters: Simplify ‘Working’ Overpayment Refunds with Form Letters Letter #1: Return Overpayment to Payor May 1, 2004 Re: Claim #2345; Insured: Julian Jones, Policy #9876 Dear XYZ Medical Claims Rep.: On March 22, 2004, we performed a CT of the sinus on the above named patient. By remittance notice April 27, 2004, attached, you reimbursed our practice $554 for this procedure. Our fee schedule suggests that we should be reimbursed $354; therefore you have overpaid us in the amount of $200. Enclosed please find a check made out to XYZ Medical Insurance in the amount of $200. This represents a refund of the overpayment described above. Should you have any questions or need further assistance, kindly contact me at (555) 888-1111, Monday–Thursday between the hours of 8 a.m. and 3:30 p.m. Thank you for your prompt attention to this matter. Yours truly,Jane Doe, Office Manager Letter #2: Payor Rejects First Refund Attempt May 21, 2004 Re: Claim #2345; Insured: Julian Jones, Policy #9876 Dear XYZ Medical Claims Rep.: We are in receipt of your notice dated May 19, 2004, and a check written to you on our practice’s account in the amount of $200, which you have returned to us. By letter dated May 1, 2004, we informed you that you overpaid us for the CT of the sinus we performed on the above- named patient on March 22, 2004. We believe you have returned this overpayment refund to us in error. Accordingly we sent you our check #34567, dated May 1, 2004, in the amount of $200. We enclose a copy of the original remittance statement and the letter of May 1 for your convenience, as well as a copy of the check. Kindly review your records and investigate this matter to determine the source of the confusion. Please inform us of your progress within 30 days. We will reissue a refund check to you immediately upon your acknowledgment of the overpayment. Should you have any questions or need further assistance, kindly contact me at (555) 888-1111, Monday–Thursday between the hours o