Internal & Family Medicine Billing
Internal & Family Medicine Billing Services
Billing and credentialing for primary care practices, from everyday office visits to preventive and chronic care programs.
Primary care revenue is in the details
Internal medicine and family practices see a wide range of patients every day. Each visit must be coded at the right E/M level, preventive services must be separated from problem-oriented care, and programs like chronic care management and annual wellness visits need specific documentation to be paid.
Many primary care practices under-code visits or never bill for care management services they already provide. Vantix Med makes sure every service you deliver is captured, coded correctly and paid.
- Accurate E/M coding based on medical decision making or time
- Preventive visits and Medicare Annual Wellness Visits
- Chronic care, transitional care and remote monitoring programs
- Vaccine, lab and in-office procedure billing
- Denial management, appeals and A/R follow-up
Who we work with
Primary care practices of every size across the United States.
Common problems we solve
Where primary care practices lose the most revenue.
Under-coded visits
Many practices bill lower E/M levels than their documentation supports. We code each visit based on medical decision making or total time, so you are paid for the work you do.
Preventive and sick visit mix-ups
When a problem is addressed during a preventive visit, both services can often be billed. We apply the 25 modifier correctly and make sure patients are not charged for covered preventive care.
Unbilled care management
Chronic care management, transitional care and remote monitoring can add steady monthly revenue. We help you track time and requirements so these services are billed every month.
Primary care codes we bill every day
Our team works with the core visit, preventive and care management codes used in primary care.
Modifiers and rules we manage
Primary care billing depends on applying modifiers correctly and meeting each program’s documentation rules.
- 25 for a significant, separate problem-oriented visit on the same day as a preventive visit or procedure
- 33 for preventive services that should have no patient cost sharing
- Telehealth modifiers and place-of-service codes for virtual visits
- Time tracking for chronic care, transitional care and remote monitoring
- Vaccine billing with the correct administration codes
How we work
A simple onboarding process for your practice.
Free audit
We review your recent claims, E/M levels and A/R to find lost revenue.
Onboarding
We connect to your EHR and practice management system.
Clean claims
Visits are coded, checked and submitted quickly after each day.
Follow-up
We work every denial and unpaid claim until it is resolved.
Reporting
You get clear monthly reports on collections and outstanding A/R.
Frequently asked questions
Answers to common questions from primary care practices.
Can we bill a sick visit and a preventive visit on the same day?
Often, yes. When a significant, separate problem is addressed during a preventive visit and documented, the problem-oriented visit can be billed with the 25 modifier. We review documentation to make sure both services are supported.
Do you bill Medicare Annual Wellness Visits?
Yes. We bill initial and subsequent Annual Wellness Visits and the Welcome to Medicare visit, and check eligibility so they are not billed too early.
Can you help us start billing chronic care management?
Yes. We explain the consent, care plan and time requirements for chronic care management, then bill the service every month for eligible patients.
Do you work with nurse practitioners and physician assistants?
Yes. We bill services for NPs and PAs under their own NPI or under incident-to rules when the requirements are met.
Can you help new providers get credentialed?
Yes. Our credentialing team handles CAQH, Medicare, Medicaid and commercial payer enrollment for new physicians, NPs and PAs.
Get a free primary care billing audit
Find out how much revenue your practice is leaving on the table.
HIPAA & Data Security
How Vantix Med protects the patient and practice information you trust us with.
Compliance is a practice, not a label
As a medical billing and credentialing company, Vantix Med works with protected health information (PHI) every day. Under HIPAA, that makes us a Business Associate of the healthcare providers we serve, with legal duties to protect that information.
Putting “HIPAA compliant” on a website does not make a company compliant. Compliance comes from written policies, signed agreements, technical safeguards, trained staff and a plan for when something goes wrong. This page explains how we approach each of these.
At a glance
- Business Associate Agreement signed with every client
- PHI shared only through encrypted, access-controlled systems
- Minimum necessary access for every team member
- Security training for all staff who handle PHI
- Documented incident response and breach notification process
How we protect patient information
The safeguards behind our billing and credentialing services.
HIPAA policies
We maintain written privacy and security policies based on the HIPAA Privacy, Security and Breach Notification Rules. We review them regularly and update them when regulations, systems or risks change, and we perform periodic security risk assessments.
Business Associate Agreements
We sign a Business Associate Agreement (BAA) with every practice before we access any PHI. The BAA defines how we may use and disclose PHI, the safeguards we must maintain and our breach notification duties. Vendors we use to handle PHI must also sign a BAA with us.
Secure file transfer
We never ask practices to send PHI through regular email, text messages or our website forms. Documents such as EOBs, patient records and credentialing files are exchanged through encrypted, access-controlled file-sharing systems or directly inside your EHR or practice management system.
Encryption
PHI is encrypted in transit using secure connections (TLS) and stored only on encrypted systems. Company devices used to access client systems use full-disk encryption, so information stays protected if a device is lost or stolen.
Access controls
Every team member uses a unique login, strong passwords and multi-factor authentication where supported. Shared accounts are not used, and access is removed promptly when someone leaves the team or no longer needs it.
Role-based access
We follow HIPAA’s minimum necessary standard. Billing specialists, coders and credentialing coordinators can access only the systems and records their role requires, and access for each client account is limited to the team assigned to it.
Audit logging
We work inside systems that record who accessed which records and when. These logs help us and our clients review activity, investigate unusual access and show accountability during audits.
Secure EHR/PM access
Whenever possible, we work directly inside your EHR or practice management system using user accounts you create and control. This keeps PHI in your system and lets you see, limit or remove our access at any time.
Employee security training
All team members receive HIPAA and security training before handling PHI and on an ongoing basis. Training covers privacy rules, phishing, password security, safe handling of documents and how to report a possible incident.
Data retention
We keep PHI only as long as needed to provide our services or as our BAA requires. When a client relationship ends, we return or securely destroy PHI as the BAA specifies. HIPAA-required documentation, such as policies, is kept for at least six years.
Incident response
We have a documented process for identifying, containing, investigating and documenting security incidents. If a breach of unsecured PHI occurs, we notify the affected practice without unreasonable delay and within the timeframe HIPAA requires, so the practice can meet its own notification duties.
Backup and security procedures
We rely on secure, backed-up systems for client work, keep software and devices updated with security patches, and use endpoint protection on company devices. These procedures are reviewed as part of our risk assessments.
What our website does and does not collect
Healthcare websites that collect or transmit PHI need careful attention to forms, hosting, third-party services, access controls and BAAs. To keep patient information safe, our public website is not used to collect PHI.
- Our contact form is for business inquiries only, such as your name, practice name, email and phone number
- Please do not include patient names, dates of birth, diagnoses, insurance IDs or other PHI in website forms or regular email
- Once you become a client, PHI is exchanged only through the secure methods described above
- Website analytics and cookies are used only to understand site traffic, not to collect health information
A shared responsibility
HIPAA compliance is shared between a practice and its business associates. We protect the PHI we access, and we work with you to keep the whole process secure.
- You control the user accounts we use in your EHR and PM systems
- We follow your practice’s policies in addition to our own
- We share security information and answer security questionnaires on request
- We tell you promptly about any issue that affects your data
Frequently asked questions
Common questions about how we handle patient data.
Will you sign a Business Associate Agreement?
Yes. We sign a BAA with every practice before accessing any PHI. We can sign your practice’s BAA or provide our own for your review.
How should we send patient documents to you?
Through the secure file-sharing method we set up during onboarding, or by giving us access inside your EHR or practice management system. Please do not send PHI through regular email, text messages or our website contact form.
Who on your team can see our patients’ information?
Only the team members assigned to your account, and only the information their role requires. Each person uses their own login, so access can be tracked and removed at any time.
What happens to our data if we stop working together?
At the end of the relationship, we return or securely destroy PHI as required by our Business Associate Agreement, and remove all access to your systems.
Can you complete our security questionnaire?
Yes. We are happy to complete vendor security questionnaires and answer questions from your compliance team during onboarding.
Have a security or compliance question?
Our team will answer your questions and share our BAA before you sign up.
Professional medical billing and credentialing services for US healthcare providers. Over 4 years of experience.
Specialties
Contact
- hellomed@vantixmed.com
- Mon–Fri, 9am–6pm EST
- 106 E Lincolnway Suite 305A
Cheyenne, WY 82001, USA
