Experience. Integrity. Advocacy.
Experience. Integrity. Advocacy.

Completing and Submitting Form W-9 for Third Party Payments

Completing and submitting Internal Revenue Service (IRS) Form W-9 to third party payers is an important part of timely reimbursement in the revenue cycle of medical providers. The W-9 gives insurance companies and other payers the correct Tax Identification Number (TIN) for providers to report income to the IRS.

Are you keeping your W-9 current?

Many payers require updated W-9s to be submitted any time key information changes: your name, business name, address, social security number, or employer identification number.

According to the CIPROMS credentialing department, different payers often require different information on the W-9, depending on what each payer has on file for providers. For instance, some payers require the address field to include the pay-to address; others want the physical address. And the business name may vary depending on the legal structure of the practice.

Also, according to the instructions on the W-9 itself, if a requester uses a form other than W-9 to request the TIN, the provider must use the customized form if it is substantially similar to the IRS Form W-9.

Failure to furnish the information on the W-9 to a payer may result in penalties from the IRS and possible delays in third party payments.

As part of our medical billing service, CIPROMS maintains and submits updated W-9s to payers on behalf of our clients. For providers and their staff submitting W-9s for themselves, the instructions on the W-9 form, along with specific directions from the payer, should help them fill out the form correctly.

The current Form W-9, last updated in December 2011, is available on the IRS website.

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Charity Singleton Craig

Charity Singleton Craig is a freelance writer and editor who provides communications and marketing services for CIPROMS. She is responsible for creating, editing, and managing all content, design, and interaction on the company website and social media channels in order to promote CIPROMS as a thought leader in healthcare billing and management.

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