Proof of Timely Filing: 5 Easy Records to Keep

Proof of timely filing is the record that shows you sent a claim before the payer’s deadline. When a payer denies a claim as late, this record is your case. Keep it for every claim.

What counts as proof of timely filing

Proof of timely filing is a record that shows the payer received your claim before its deadline. The glossary entry gives the short definition. In practice, proof is a dated record from a system outside your own notes: a clearinghouse report, a payer acknowledgment or a payer portal confirmation.

Five records to keep as proof of timely filing

• The submission date. Keep the clearinghouse batch or submission report.
• The acceptance report. A 277CA claim acknowledgment shows whether a payer accepted or rejected the claim.
• Any rejection report. Keep the rejection report and the date you fixed and resent the claim.
• The payer claim number. Save it from the claim status inquiry or portal.
• The remittance. The remittance advice shows the payer received and processed the claim.

A 277CA works like a receipt. One payer, Tufts Health Plan, describes it as showing whether an electronic claim was rejected or accepted for further processing. It does not show payment. See the Point32Health 277CA guide.

Deadlines differ by payer

Each payer sets its own window, so proof of timely filing only helps if you know the deadline. Medicare allows 12 months from the date of service, according to the Noridian Medicare timely filing page. MassHealth has set a 90-day billing deadline, as All Provider Bulletin 109 describes. Check the current MassHealth manual before you rely on it. Private payers set deadlines in the contract. Read our timely filing for therapists post, then your payer agreement.

Why a rejection is not proof

A rejected claim was never accepted for processing. A rejection report does not prove timely filing. It shows the opposite: the payer did not take the claim. Fix the error and resend right away, and keep both dates. Our CARC and RARC codes post helps you read what comes back.

What to do after a timely filing denial

If a payer denies a claim for timely filing, gather your proof of timely filing before you appeal. Send the acceptance report, the submission report and the payer claim number with a short letter. Read the timely filing denial entry for the term, and the timely filing glossary page for related terms. If you want help, our denied claim follow-up and appeals service handles these appeals.

Build the habit now. Save proof of timely filing for every claim you send, not just the late ones. It costs little and it is hard to recreate later.

Where MCM South works

MCM South serves psychotherapists and psychiatrists in ten currently served states: Georgia, Massachusetts, Connecticut, Texas, Florida, New York, Colorado, Tennessee, North Carolina and Illinois. We bill for solo and medium-size mental and behavioral health practices only.

The short version

• Proof of timely filing is a dated record from outside your own notes.
• Keep the submission report, the 277CA acceptance report, the payer claim number and the remittance.
• A rejection is not proof of filing. Fix it and resend at once.
• Deadlines differ by payer. Read each contract.

Sources checked (10/27/26)

• Noridian Medicare: timely filing
• MassHealth All Provider Bulletin 109
• Point32Health: 277CA claim acknowledgment

Frequently asked questions