How can a personal representative confirm if two billing statements from the same medical provider are separate or superseding claims?

Detailed Answer

When you serve as a personal representative for an estate in North Carolina, you’ll receive claims from creditors and service providers. Medical providers often send billing statements for care rendered to the decedent. Sometimes they send two statements for the same service period. One may be a corrected or superseding bill, while the other remains the original. To protect estate assets and to comply with North Carolina law, you must determine whether these statements represent separate debts or if one replaces the other.

Under North Carolina law, every creditor must present its claim in writing on a form approved by the clerk of superior court. The form must include an itemized statement showing the time and nature of the services rendered. See N.C. Gen. Stat. § 28A-18-3. The requirement ensures you have enough detail to compare bills and spot duplicates.

Follow these steps to confirm whether the two statements are separate or one supersedes the other:

1. Obtain complete documentation. Request both billing statements and any related Explanation of Benefits (EOB) from the insurer. The EOB shows how the insurance company processed each claim.
2. Compare service dates and procedure codes. Look for overlapping dates of service, CPT or HCPCS codes, and units billed. Identical entries often indicate a duplicate request.
3. Review the billing statement notes. Many providers note on a corrected bill that it “supersedes” or “replaces” a prior statement. If you see language such as “void previous invoice” or “adjusted total,” the later bill likely replaces the earlier one.
4. Contact the provider in writing. Send a letter or email stating your role as personal representative. Quote the billing reference numbers and ask if the second statement corrects or cancels the first. Ask for a signed, itemized statement if needed to comply with § 28A-18-3.
5. File claims correctly. Once you confirm whether the statements are separate or superseding, submit the proper claim form to the clerk of superior court. If one bill replaces another, file the later claim and note in your cover letter that it supersedes the prior bill. If they represent separate services, you may file both.
6. Contest duplicate claims if necessary. Under N.C. Gen. Stat. § 28A-18-2, you may allow or contest claims before the clerk. If the provider insists on payment of two identical bills, you can file a written objection and ask the court to resolve the dispute.

Key Steps to Confirm Separate vs. Superseding Medical Claims

• Gather both billing statements and insurer Explanation of Benefits.
• Check dates of service, procedure codes, and billed amounts for overlap.
• Look for notes indicating a corrected or voided invoice.
• Write to the provider, cite your authority under § 28A-18-3, and request clarification.
• File the correct claim(s) with the clerk of superior court per § 28A-15-3.
• Contest any duplicate demands under § 28A-18-2 if needed.

Handling medical billing statements carefully protects the estate from overpayment and ensures you meet your legal duties under North Carolina law. If you have questions or need help navigating creditor claims, reach out to Pierce Law Group. Our attorneys guide personal representatives step by step.

Contact Pierce Law Group today by emailing intake@piercelaw.com or calling (919) 341-7055. Let us put our years of probate administration experience to work for your estate.