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Kareo Help Center

Verify Submitted Zip Codes

If a claim was rejected due a postal zip code, follow the instructions below to verify all zip codes submitted on the claim. When all corrective actions are completed, rebill and resubmit all affected claims.

Most payers require the full 9-digit ZIP code for addresses on electronic claims. The rejection typically indicates that the claim includes a ZIP code without the 4-digit extension. All addresses will need to be verified using the USPS ZIP Code Look Up

Practice Address

Follow the instructions below to verify the practice’s address:

  1. Click Settings > Practice Information. The Practice Information window opens.
  2. Enter the address on file under the Contact Information into the USPS ZIP Code Look Up tool.
  3. If the 9-digit ZIP-code is not correct, enter the correct information into the Address field under the Contact Information.
  4. Click Save.

 

PracticeAddress.png

Insurance Plan Address

Follow the instructions below to verify the payer’s address:

  1. Click Encounters > Track Claim Status. The Find Claim window opens.
  2. Look for and double-click on the encounter that needs correcting. The Edit Claim window opens.
  3. Double-click on the Case. The Edit Case window opens.
  4. Double-click on the appropriate Insurance Policy. The Insurance Policy window opens.
  5. Double-click on the Insurance Name. The Edit Insurance Plan window opens.
  6. Enter the address on file into the USPS ZIP Code Look Up tool.
  7. If the 9-digit ZIP-code is not correct, enter the correct information into the Address field.
  8. Click Save until you get to the Edit Case window.
  9. If there are multiple policies in the case, follow steps 4-8 for each policy.
  10. Click Save all the way out (multiple saves may be required).




Insurance_Plan_Address.png

Provider Address

Follow the instructions below to verify the provider’s address:

  1. Click Settings > Provider. The Find Provider window opens.
  2. Look for and open the provider record that needs correcting. The Edit Provider window opens.
  3. Enter the address on file into the USPS ZIP Code Look Up tool.
  4. If the 9-digit ZIP-code on file is not correct, enter the correct information into the Address field.
  5. Click Save.




EditProvider_Address.png

Provider Insurance Override Address

Follow the instructions below to verify the address included on the provider's insurance override (if applicable) is correct:

  1. Click Settings > Provider. The Find Provider window opens.
  2. Look for and open the provider record that needs correcting. The Edit Provider window opens.
  3. Click on the Claims Settings tab.
  4. Double-click on the insurance company name. The Override Claim Setting window opens.
  5. Enter the address from the “Override Practice Address” field into the USPS ZIP Code Look Up tool.
  6. If the 9-digit ZIP-code is not correct, enter the correct information into the Address field.
  7. Click Save.
  8. If the encounter is billing multiple insurance companies with an address override, follow step 4-7 for each insurance company.
  9. Click Save all the way out (multiple saves may be required).




EditProvider_Override_Address.png

Subscriber Address

Follow the instructions below to verify the subscriber's (patient) address:

  1. Click Encounters > Track Claim Status. The Find Claim window opens.
  2. Look for and double-click on the encounter that needs correcting. The Edit Claim window opens.
  3. Double-click on the Patient Name. The Edit Patient window opens.
  4. Enter the address on file into the USPS Zip Code Look Up tool.
  5. Enter the correct 9-digit zip code into the Address field.
  6. Click Save all the way out (multiple saves may be required).




EditPatient_Address.png

Insured Address

Follow the instructions below to verify the insured's address:

  1. Click Encounters > Track Claim Status. The Find Claim window opens.
  2. Look for and double-click on the encounter that needs correcting. The Edit Claim window opens.
  3. Double-click on the Case. The Edit Case window opens.
  4. Double-click on the appropriate Insurance Policy with an insured. The Insurance Policy window opens.
  5. Enter the insured's address on file into the USPS Zip Code Look Up tool.
  6. Enter the correct 9-digit zip code into the Address field.
  7. Click Save all the way out (multiple saves may be required).



Insurance_Policy_InsuredAddress.png
 

Service Location

Follow the instructions below to verify the service location zip code:

  1. Click Settings > Service Locations. The Find Service Location window opens.
  2. Double-click on the location. The Edit Service Location window opens.
  3. Enter the service location address on file into the USPS Zip Code Look Up tool.
  4. Enter the correct 9-digit zip code into the Address field.
  5. Click Save.



ServiceLocation_Address.png

 

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