Sending a CMS-1500 to an MCO takes a minute. Proving you sent it — eleven months later, to an auditor, or to a payer that says it never arrived — is the part that actually matters. One click sends the packet with a cover sheet through your own fax account, and the confirmation page files itself into that claimant’s folder, dated, where you will be able to find it.
You print the CMS-1500. You print the tracking log to staple behind it. You hand-write a cover sheet with the MCO’s fax number off a sticky note, feed the stack in, wait, and take the confirmation page off the tray. Then you either scan it into the right folder or you put it in the drawer with the others, and you know which of those actually happens at 4:40 on a Friday.
The bill is legally filed either way. The problem is eleven months from now, when a payer says it never received the claim and the burden of showing otherwise is entirely yours. In Ohio the filing window is a year from the date of service — plenty of time for a confirmation page to become a piece of paper nobody can find.
Here it is one click and nothing to file. The packet is assembled from the week you already entered, the cover sheet is generated with the right payer and fax number, the fax goes out through your own account, and the confirmation is written into that claimant’s folder under its own date. The bill flips to billed and becomes a receivable in the same motion.
Before anything is sent, Verify this week walks the packet: every claimant with billable activity has a form, every form has a payer and a claim number, units and rates reconcile to the daily log, and a week that ran past six service lines has its B form. Whatever is wrong is listed in plain sentences, with the row to fix it on.
Your practice details, the payer’s name and fax number from your payer list, the claimant, the claim number, the date of service range and the page count. No sticky note, no transcribing a fax number that changed in March.
One click through your own RingCentral fax account — your number on the header, your records, your bill. We are not a fax service and we do not sit in the middle of your transmissions. If the send fails, it says so; nothing is ever marked sent because a button was pressed.
The confirmation lands in that claimant’s Fax Confirmations folder, named by date, next to the form it belongs to. The bill becomes a receivable with a billed date on it, so the filing clock and the payment clock start from the same event.
This is the section every honest software page owes you, and the one most of them skip. Three of these four you can use this afternoon. The fourth you cannot, and we will not pretend otherwise to close a sale.
| Channel | Status | What actually happens |
|---|---|---|
| Fax | Available today | Packet plus generated cover sheet, sent through your own RingCentral account in one click. The confirmation is written into the claimant’s folder as filing evidence. This is how Ohio MCO billing actually runs. |
| Portal-assisted | Available today | The form and its attachments are generated, named and filed ready to upload, and you mark the bill sent so the date and channel are on its record. You do the upload; we do not hold your portal credentials, and we would not want to. |
| Paper / mail | Available today | Print-ready forms with the correct alignment on real CMS-1500 stock, plus a mailing record on the bill. Still the required channel for some payers and some documents. |
| Direct e-billing | Roadmap | Electronic submission through a workers’-comp clearinghouse for the mandate states. Not built. Not connected to any clearinghouse today. Ask to be told the day it ships — that is the only promise we will make about it. |
For medical bills in the mandate states, that is a fair question and the answer depends on where you work. Providers are required to bill electronically in Texas, Minnesota, North Carolina, Virginia, New York (since August 2025) and Colorado (since January 2026). Everywhere else, fax, portal and paper remain first-class — which is exactly why proof of sending is a headline feature and not a legacy one.
What Med Claims Pro does in a mandate state today is everything up to the wire: the activity grid, the daily log, the weekly tracking logs, the correctly coded form with its overflow, the receivable, the check allocation and the short-pay flag. What it does not do is push the file down the wire for you. If that is a deal-breaker for your practice, say so on the call and we will tell you honestly to wait for us.
Mandate dates current as of July 2026 — verify with your state’s workers’-compensation agency before relying on them. Rules change, and the penalty for being wrong is yours, not ours.
Filing windows current as of July 2026 — verify with Ohio BWC, Texas DWC and the Colorado Division of Workers’ Compensation respectively. Full list: timely filing by state.
You already pay for RingCentral — most solo practices in this field run $40–$80 a month for it — and it already sends faxes from your computer. We use the account you have, with your fax number on the header. No new subscription, no per-page fee to us, no machine in the corner with a paper tray.
Busy line, wrong number, a payer’s machine that hung up on page four — the send comes back failed and the bill stays unsent, visibly, in the week’s list. It is not marked billed and it does not become a receivable, because a bill nobody received is not a bill. Resend when you are ready; the confirmation that eventually arrives is the one that gets filed.
Fifteen minutes, your payers and their fax numbers on screen, and a week that sends itself. Or call and ask: 1-877-843-1717.
No. It sends through your own RingCentral account — the one you already pay for — from your computer, with your fax number on the header. We are not a fax service and never sit between you and the payer.
Into that claimant's folder, in a Fax Confirmations subfolder, named by date, next to the CMS-1500 it belongs to. It is a PDF in your own Documents tree — you can open it in eleven months without opening the software, and you could open it if we disappeared.
Yes. The packet is the form plus whatever that payer expects behind it — typically the weekly tracking log — and the cover sheet counts the pages so you can check the confirmation against it.
Not today, and we will not tell you otherwise. Fax with filed proof, portal-assisted submission and paper are what ships now. Direct electronic submission for the mandate states — Texas, Minnesota, North Carolina, Virginia, New York and Colorado — is on the roadmap and is not connected to any clearinghouse yet. Ask to be on the list and we will tell you the day it ships.
That is the portal-assisted path. The form and attachments are generated, named and filed ready to send, and the bill records the date and channel you used so the submission history is complete either way. Each payer in your list carries its own preferred channel, template and fax number.
It is in Professional ($299/mo, $249 billed annually) and Practice ($499/mo, $415 annually), together with receivables and short-pay detection. Solo at $199/mo generates the forms and files them for you to send yourself. Full pricing →
Fifteen minutes, your state’s codes on screen — or start the trial and poke around on your own.