Enrolling Insurance Companies for Claims/ERAs in Kareo

Login to your Kareo Account > Settings > Insurance > Insurance Companies

Once all of your insurance companies have been added to your list, you will have the option to complete the enrollment process (if applicable). You will see the status of each insurance company in your insurance companies list reflected in 3 columns with a corresponding status for each insurance:

Claims - Eligibility - ERAs

Status options:

1. Ready: insurance company does not require any additional enrollment

2. Enrollment Required: must complete the enrollment wizard

3. Enrollment Requested: enrollment was submitted and pending further action

4. Pending Insurance: insurance company has received the request, pending finalization

5. Pending Practice: insurance company has requested information directly from practice to finalize request

6. Pending First ERA: your enrollment has been approved by insurance to receive ERA files. Typically takes 30-45 days for you to see your first ERA within Kareo.

7. Denied: insurance company has denied the request for enrollment

8. Expired: action required from practice was not taken in a timely manner to continue enrollment process. Will need to re-enroll to start the enrollment process again by completing the enrollment wizard

Go through the enrollments wizard by clicking on ‘enroll’  

Note: most insurance companies will only require enrollment for ERAs (electronic remittance advice) this allows you to receive electronic EOBs to auto post payments for any claims billed out of Kareo – HIGHLY RECOMMENDED

Walk through the 6-step enrollments wizard:

Step 1: Enrollment Type

Step 2: Transfer of Authorization

Step 3: Insurance Selection

Step 4: Practice Information

Step 5: Contact Information

Step 6: Insurance Enrollments

To view document forms housed in Kareo account:

Step 2: Transfer of Authorization: You only need to sign and upload this form once, the very first time you enroll for ERAs or Claims.

If you already have a signature form signed and uploaded to Kareo, you do not need to re-sign and upload for enrollments thereafter. To verify that you have already provided Kareo with the transfer of authorization form, you can check your Documents in Kareo by clicking “Documents” > “Find Documents” - Any uploaded forms will be housed here.

Step 5: Contact Information: You will want to provide the contact’s information of who will be responsible for completing any additional tasks necessary to complete the enrollment process. Make sure to use a valid email address that is checked often, and Kareo requires a phone number to be listed but main communication method will be via email address provided.

If you need to reach out to Kareo Enrollments for status updates, you will need to email them at enrollments@kareo.com. This is an area that Rethink that does not able to support so you will have to reach out directly to the Kareo Enrollment Team for guidance.

To obtain Kareo Case # to reference per step 5 in ‘Good To Know’:

click on down arrow on funder(s) you are inquiring about

select on ‘ERAs’ to view Case #

When formulating the email, you will want to provide the following information in addition to your inquiry:

1. Practice name

2. Kareo Practice ID: 66810

3. Payer Name

4. Payer ID

5. Kareo Case # (this can be found by clicking on the down arrow next to the ERA column > clicking on “ERA” > Case #)

Notes: Important to remember that anytime you add a new insurance company with your practice you must first add them into Kareo – you will then also add them to your Rethink but you’ll want to set them up in Kareo first to avoid having to go back and map them together. If you set them up here first, you’ll have all the information you need to complete the mapping. Please review Connecting Insurance Companies to Rethink (Mapping) on how to properly map your funders.