What is Proof of Mailing?

In court and in arbitration, there are rules of evidence that must be followed in order to establish a claim.

“Proof of mailing” is proof that a document was sent to the no-fault carrier. Proof that a document was sent to an insurance carrier can come in many forms. The most commonly used are the following:

  • A Certificate of Mailing, which is a US postal form that is stamped by the post office when a document is mailed. When using this form, it is critical to include the patient’s name, policy number, date of service, and amount of bill in dispute.
  • Certified Mail with return receipt
  • Fax Cover letters
  • Affidavit from the person who physically mailed the document (see sample affidavit)

Proof of mailing of the initial bill is important because absent a denial from the carrier (which itself establishes that a claim exists), providers must show that they mailed the bill within 45 days of service to the carrier. If no corresponding denial is in the submission, the carrier will attempt to get the case dismissed without prejudice to allow the bill to be submitted.

Proof of mailing is also essential when responding to a verification requests. Without proof of mailing that a responsive document was sent, an insurance carrier can claim that they never received it. Insurance carriers must also show proof of mailing for the verification requests they send, and accordingly, they have established systems to generate such proof.

WE STRONGLY SUGGEST: Providers should create and establish their own internal systems to track and create proof of mailing for bills and verification responses. It prevents a carrier from asserting, “We never received that”, and using that as a defense to your claim for payment. Keeping detailed proof that documents were mailed may require the expenditure of a small amount of effort and expense, but it will ensure that the case be heard on its merits instead of lost on evidentiary technicalities.

Do you have more questions about collecting on No-Fault Claims in New York State?  We are here to help.

Download a free copy of our e-book, NO STRESS NO-FAULT, right here.

Contact us at 1-833-TONALAW or fill in the form below to speak with one of our attorneys in the next 24 hours.

Contact Us

What Our Clients Are Saying

TonaLaw
5.0
Based on 224 reviews
powered by Google
Dawn DemartinoDawn Demartino
16:25 11 May 22
From start to finish I was informed every step of the way of the status and updates of my case… the time and steps taken to resolve my case in the best possible outcome was just one of the many great things Tonalaw provided. Personal care and commitment is top notch. Thank you !!
Louis B.Louis B.
15:27 08 Apr 22
Over the last few years Tona Law has guided me through the process with clear communication throughout. They are truly a client advocate and will do everything in the best interest of the client. Cannot thank them enough for all their work done for me.
Richard WoolleyRichard Woolley
19:49 26 Mar 22
Tom Tona and his team are fantastic. They do a great job for their clients. Can't recommend them highly enough.
Stacy LofredoStacy Lofredo
23:41 24 Mar 22
Tona Law has simplified no fault medical billing in a way that allows staff to effortlessly navigate through what could be a confusing process. Their staff is knowledgeable and responsive that we never have to worry about the ever-changing regulations because they are on top of keeping up to date with any changes in keeping their clients informed which is priceless!
Ruben ReyesRuben Reyes
15:29 13 Aug 21
They responded right away and were very professional. Brittany Reyes was very helpful. Thank you for your help
Randy RodriguezRandy Rodriguez
03:24 09 Aug 21
Would highly recommend if anyone is seeking any legal advice!
js_loader