Start by getting the right permissions, so Medicare, your parent's plans, and their providers can talk to you. Then gather every bill and Medicare notice in one place, match each bill to the Medicare Summary Notice (MSN) or Explanation of Benefits for the same date, and question anything that doesn't line up. Along the way, check whether your parent qualifies for programs that lower costs, like a Medicare Savings Program or Extra Help.
Step 1: Talk with your parent first
Before you call anyone, sit down together. Ask:
- Which Medicare coverage do you have: Original Medicare, a Medicare Advantage plan, or something else?
- Do you have a Medigap policy, a drug plan, retiree coverage, or Medicaid?
- Where do your bills and Medicare mail go?
- Are there bills you're worried about or haven't opened?
- How much would you like me to handle?
Keeping your parent involved matters, and you'll need their signature on most permission forms.
Step 2: Get permission to talk to Medicare and others
Different organizations need different paperwork.
Medicare (1-800-MEDICARE). Medicare.gov lists the "Authorization to Disclose Personal Health Information" form (CMS-10106) for giving Medicare permission to talk to someone you choose about claims and health records. The form says Medicare needs this permission in writing. Your parent can submit it online through their secure Medicare.gov account or by mail.
Medicare appeals. To act for your parent in an appeal, Medicare uses the "Appointment of Representative" form (CMS-1696).
Medicare Advantage, drug, and Medigap plans. Each plan has its own authorization form. Call the member services number on the card and ask for it.
Doctors and hospitals. Ask each billing office what they need. Under the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule, the U.S. Department of Health and Human Services (HHS) says a person with legal authority to make health care decisions for an adult, such as through a health care power of attorney, is treated as that person's "personal representative" for health information purposes.
Money matters. The Consumer Financial Protection Bureau (CFPB) "Managing someone else's money" guides explain roles like power of attorney and court-appointed guardian if you'll be paying bills from your parent's accounts.
Step 3: Gather everything in one place
Collect:
- Medicare card and any plan cards (Medicare Advantage, Medigap, drug plan, Medicaid).
- Medicare Summary Notices (MSNs) or plan Explanations of Benefits (EOBs) from the past year.
- Every bill, statement, and collection letter.
- Receipts for anything already paid.
- Any denial letters, appeal decisions, or Advance Beneficiary Notices.
Set up a simple file: "To check," "Waiting," "Paid / settled," "Notices," and "Reference." Keep a cover sheet with your parent's Medicare Number, plan phone numbers, doctors, and pharmacy.
If your parent has Original Medicare and you have permission, a secure Medicare.gov account lets you see claims as soon as they're processed.
Step 4: Match bills to Medicare notices
For each bill:
- Find the same date and provider on the MSN or EOB.
- Compare the amount due with "Maximum You May Be Billed" (MSN) or "your share" (EOB).
- Check whether a Medigap or other plan has paid its part.
- Pay bills that match. Question bills that don't.
Step 5: Deal with the urgent bills first
Sort by urgency:
- Collection notices. The CFPB says you generally have 30 days after getting a collector's validation information to dispute the debt in writing.
- Denials with appeal deadlines. The MSN's last page shows the date Medicare must receive an appeal. Medicare Advantage appeals are due 65 days from the date on the plan's denial notice.
- Large hospital bills. Ask for an itemized bill and about financial assistance before paying.