Claim follow-up call log
A downloadable CSV structure for documenting payer follow-up, reference numbers, next actions, and ownership.
CSV · Reviewed 2026-07-17
Download and use
The download contains headings and blank rows only. The examples below use fictional operational references so you can see the intended structure without copying patient data.
Column guide
Internal reference
Use a non-PHI internal work reference.
Payer
Payer or plan contacted.
Contact date
Date of the call or portal contact.
Channel
Phone, portal, or secure message.
Payer reference
Call or transaction reference supplied by the payer.
Status reported
Non-clinical claim status given by the payer.
Action required
Specific follow-up requested or identified.
Owner
Team or role responsible for the next step.
Follow-up date
Next planned contact or review date.
Closed
Yes or no.
Fictional example
| Internal reference | Payer | Contact date | Channel | Payer reference | Status reported | Action required | Owner | Follow-up date | Closed |
|---|---|---|---|---|---|---|---|---|---|
| CLM-001 | Example payer | 2026-07-01 | Portal | REF-1001 | In process | Recheck after payer processing window | Follow-up team | 2026-07-10 | No |
| CLM-002 | Example payer | 2026-07-02 | Phone | REF-1002 | Additional information requested | Route request to approved document workflow | Billing team | 2026-07-05 | No |
Working instructions
- 1Document the payer's reference number and the exact next action at the time of contact.
- 2Do not place patient names, identifiers, diagnoses, or claim details in an unsecured copy of this file.
- 3Use the approved billing system as the source of truth; this template is an operational structure, not a patient record.
- 4Close the item only after the outcome is verified, not merely after a follow-up is submitted.