Who this is for: Front desk and checkout staff at Barti RCM practices.
Insurance verification
Before every visit:
Obtain a new insurance card from the patient and verify their current coverage.
Scan both the front and back of the insurance card and upload the image to the Files section of the patient's profile in Barti.
Confirm that your practice participates in the specific plan the patient holds — not just the insurance carrier.
When adding the patient's insurance to their profile in Barti, search by payer ID to ensure you select the correct plan. Enter the member ID carefully.
Referral verification
Determine whether the visit requires a referral before the patient arrives. Insurance companies are unlikely to approve referral requests retroactively.
When calling the insurance company, clearly state the exact nature of the visit (e.g., medical exam vs. routine exam) and the name of the provider the patient will see.
Confirm that you have a formal authorization from the insurance carrier — not just a note from the PCP. A valid referral must include:
A reference number
The number of approved visits
Effective dates
Documenting everything
After confirming eligibility and referrals:
Scan the printout or documentation and upload it to the patient's account.
If you confirmed by phone, record the reference number and the name of the representative you spoke with.
Important: Information provided by insurance representatives is not a guarantee of payment. Thorough documentation is your best protection if a claim is later disputed.
What you'll see when it works
The patient's insurance card is uploaded to their profile, the correct plan and member ID are on file, and any required referral authorization is documented — before the visit begins.
Troubleshooting
I selected the wrong insurance plan for a patient. How do I fix it?
Go back to the patient's insurance settings and update the plan before creating a claim. See Why is the payer ID incorrect on my claim? for guidance.
The insurance company gave me a reference number but the claim was still denied.
Verbal confirmations from insurance reps are not a guarantee of payment. Always scan and upload written documentation. If a claim is denied, the RCM team will work the denial — see How does the RCM team process and manage my claims?.