Page 100 - Client Coordinator

How to Set Up Vetbilling:
1. Hand the client a brochure or information sheet and explain the 4 steps listed above (Apply, pay $25 fee,
make payments, add $3 to each payment).

2. Help the client fill out at “VetBilling Authorization to Perform a Soft Credit Check”. This can be found
under “Forms” in the procedures manual. It takes the client about 1 minute to fill this out.

3. Take the filled out the “VetBilling Authorization to Perform a Soft Credit Check” form and ask our client
coordinator (first), director of admin (second) or executive director (third) to run the “Soft Credit Check”
by logging in with their password. If it is an emergency situation you can call the three people above on
their cell #.
a. They will go to VetBilling.com
b. Go to Contacts at the top of the home page.
c. Choose CSR log in tab at the bottom left of the page. That will take you to the User name and
password section.
d. Enter the user name and password.
e. If client wants a copy of the Agreement, for security, print another copy without the bank
information on it.
f. The CC, D of A, or ED will tell the client if they are approved or not.

4. If approved the client fills out the “VetBilling Client Enrollment Form”. This can be found under “Forms”
in the procedures manual. It takes the client about 10 minutes to fill this out.
a. The client must follow the recommendation on the website if approved.
b. The client must pay 50% down today. (CC, D of A, ED may allow 25%), even if the site says less
i. For $1-500 they must pay within 6 months,
ii. For $500-1,000 12 months,
iii. If over $1,000 24 months
c. Payments must be of equal installments. (i.e. 6 payments of $100.00)
d. Collect the % down and Deliver Payment Plan Agreement to CC, D of A, or ED and/or fax to
EBCS/VetBilling.com at 410-252-9367 or secure email it to EBCS by using the secure file transfer
portal located at VetBilling.com.
e. EBCS/vetbilling.com must receive the payment plan at least 5 business days prior to the first
payment date. EBCS/vetbilling.com must receive the payment plan at least 5 business days prior
to the first payment date.
f. Soft Credit Check Forms and Enrollment Forms/Payment Plan Agreements must be handled as
Sensitive Documents – DO NOT FILE IN AN EASILY ACCESSIBLE FILING SYSTEM. Forms must be
kept LOCKED IN THE ED/DIR OF ADMIN OFFICE to comply with Identity Theft Protection.

[100]