The MCW Study Participant Payments System allows research coordinators and other support staff to log in and authorize a payment directly to a MCW Participant Payments System Compensation Card.
Hey there! If you’ve ever found yourself scratching your head over a Medical College of Wisconsin bill, you’re definitely not alone. When I got my first MCW statement, I stared at it for a good five minutes wondering where to even begin! Medical billing can be confusing, but paying your MCW bill doesn’t have to be a headache.
In this comprehensive guide, I’ll walk you through everything you need to know about the MCW bill pay process, from understanding your statement to the various payment options available. Let’s make this process as painless as possible!
Understanding Your MCW Bill
Before diving into payment methods, let’s break down the different types of MCW bills you might receive This is important because the way you pay depends on the type of account number and when you received services
Types of MCW Statements
MCW uses different account numbering systems based on when and where you received care
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Medical College of WI / Children’s Specialty Group Statements
- Account numbers starting with “4M” → For services before July 1, 2020
- Account numbers starting with “2” → For services after June 30, 2020
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Medical College Physicians Statements
- Account numbers starting with “3M” → For services before December 1, 2018
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Froedtert & the Medical College of Wisconsin Statements
- For services after November 30, 2018
This might seem complicated, but don’t worry! The important thing is to check your account number and service date to determine how to pay.
How to Pay Your MCW Bill: Multiple Options
Now for the part you’re really here for—how to actually pay that bill! The good news is MCW offers several convenient payment methods depending on your statement type.
Online Payment Options
Online payment is probably the easiest way to handle your MCW bill. Here’s how to pay online based on your statement type:
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For Medical College Physicians (3M accounts) before December 1, 2018
- Visit the Medical College of Wisconsin Pay My Bill site
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For Froedtert & MCW services after November 30, 2018
- Visit the Froedtert & MCW Pay Your Bill site
- Call 1-800-803-8155
- Use MyChart (easiest method for recurring payments)
- Guest Pay option available without an account
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For Children’s Specialty Group services before July 1, 2020 (4M accounts)
- Use the Medical College of Wisconsin Pay My Bill site
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For Children’s Specialty Group services after July 1, 2020
- Visit the Children’s Wisconsin Billing and payment information site
- Call 414-266-6262 or toll-free at 1-888-449-4998
When paying online, note that payments typically post to your account within 3-5 business days.
Payment by Phone
If you prefer to speak with someone, you can pay by phone:
- For Froedtert & MCW bills: 800-803-8155
- For Children’s Specialty Group (after July 1, 2020): 414-266-6262 or 1-888-449-4998
- For other MCW bills: 844-239-1939
Payment by Mail
You can also mail your payment with the top portion of your billing statement in the provided envelope. If you don’t have the envelope, mail payments to:
Medical College of Wisconsin Billing Office
Research Park Center
10000 Innovation Dr., 3rd Floor, Suite 300
Milwaukee, WI 53226
For Froedtert bills, mail to:
Froedtert Health
P.O. Box 734462
Chicago, IL 60673
In-Person Payment
For Froedtert & MCW bills, you can pay in person at:
400 Woodland Prime
N74 W12501 Leatherwood Court
Menomonee Falls, WI 53051
Hours: Monday – Friday, 8 a.m. – 4:30 p.m.
(Note: Only credit card payments are accepted at this location)
Common Billing Questions About MCW
I’ve compiled some frequently asked questions about MCW billing that might help clear up any confusion:
Who do I contact with billing questions?
For most MCW billing questions, contact Customer Service at 844-239-1939.
Their hours are:
- Monday – Thursday: 8 a.m. – 8 p.m.
- Friday: 8 a.m. – 5 p.m.
- Saturday: 8 a.m. – 1 p.m.
For Froedtert & MCW combined bills, call 800-803-8155.
Why do I receive statements from different billing addresses?
This is one of the most confusing aspects of MCW billing! Here’s why:
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Since December 1, 2018, services from Medical College Physicians, Community Physicians, Ambulatory Surgery Centers, and Froedtert Health are combined on one statement.
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For Children’s Specialty Group, a new billing system was implemented on July 1, 2020, resulting in separate statements based on service dates.
So depending on when you received care, you might get bills from different places for a while. It’s annoying but temporary!
Can I make payment arrangements?
Absolutely! For payment plans, call the billing office at 844-239-1939. They’re generally very willing to work with patients on manageable payment solutions.
Will MCW bill my health insurance?
Yes, the MCW billing office submits claims to your primary insurance and to any secondary insurance after primary benefits are resolved. However, remember that you (not your insurance company) are ultimately responsible for any balance after insurance consideration.
Financial Assistance Options
If you’re struggling to pay your MCW bill, don’t panic! There are options available:
MCW Financial Assistance Program
MCW offers financial assistance for patients who are unable to pay their hospital and/or professional bills. To inquire about financial assistance:
- For services before July 1, 2020: Call 844-239-1939
- For Children’s Wisconsin services after July 1, 2020: Call 414-266-6262 or email [email protected]
- For Froedtert & MCW services: Visit their Financial Assistance Program webpage
Obtaining Cost Estimates
If you want to plan ahead for upcoming procedures:
- For Children’s Specialty Group: Call 414-266-5700 or email [email protected]
- For Froedtert & MCW: Use their Health Care Cost Estimation Service site or call 414-777-0530
Understanding Your Bill: The Two-Organization System
One thing that trips up many patients is understanding why they sometimes receive bills from two separate entities for the same visit. Here’s why:
When you receive care at a Froedtert & MCW facility, your care may be provided by two separate organizations:
- Professional services (physician services) are billed by The Medical College of Wisconsin
- Facility fees (supplies, equipment, support staff) are billed by the hospitals
These organizations must submit separate claims to insurance carriers, which is why you might see multiple charges for one visit.
Tips for a Smooth Bill Pay Experience
After helping my parents navigate their MCW bills, I’ve picked up some helpful tips:
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Always check your account number before paying to ensure you’re using the right payment method
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Keep EOBs (Explanation of Benefits) from your insurance to compare with your bill
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Sign up for MyChart if possible – it makes tracking and paying bills much easier
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Contact billing right away if you can’t pay the full amount – they can typically work out payment plans
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Update your insurance information promptly if it changes
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Request itemized statements if you’re unsure what charges are for
Common Billing Terms Explained
Sometimes the most confusing part is understanding the terminology on your bill. Here are some key terms:
- Deductible: The amount you must pay annually before insurance starts paying
- Co-pays: A flat fee for specific services (e.g., $30 office visit)
- Co-insurance: The percentage you pay after meeting your deductible (e.g., 20%)
- EOB (Explanation of Benefits): Documentation from your insurance showing how your claim was processed
- Facility Fee: Charges for hospital facilities and support staff
- Out-of-Pocket Maximum: The maximum amount you’ll pay annually under your insurance plan
Final Thoughts
Navigating MCW’s billing system isn’t the most fun part of healthcare, but hopefully this guide has made it a little less daunting. Remember, if you’re ever confused or concerned about a bill, don’t hesitate to call the customer service numbers provided above. They’re there to help!
Have you had experiences with MCW billing that others might learn from? Any tips or tricks you’ve discovered? I’d love to hear about them in the comments!
And remember – your health is worth the hassle of figuring out these bills. Don’t avoid necessary care because of billing concerns. There are always options to help manage the financial aspects of your healthcare.
Stay healthy, friends!
Study Participant Payment Card System
A safer, more secure method of payment for clinical research. The Study Payments Systems allows study coordinators to authorize payments directly to an MCW Study Participant Compensation Card, reducing the time and effort of processing traditional paper checks.
Effective July 9, 2019: use of the Card does not require the collection of a participants social security number until their annual cumulative study payments reach $200.
Sponsored by the Office of Research and key clinical research stakeholders, the MCW Study Payment System allows study coordinators authorize direct payments to MCW-branded Participant Compensation Cards, reducing the time and effort of processing paper checks. Additionally, the system is free to use and studies already entered in OnCore can easily feed study information and participant details into the Study Payment System.
Benefits:
- A safer, more secure method of payment for clinical research participants.
- An easy-to-use reloadable debit card that can be dispensed to a participant at the time of their study visit.
- Funds are immediately available once a payment is loaded.
- MCW Compensation Cards can be used at ATMs and anywhere Visa cards are accepted.
- Ensures consistency and streamlines the travel reimbursement process.
- Maximums for hotel, parking and mileage can be set ahead of time.
- Ability to upload receipts and send reimbursement requests for department review.
Submit a Service Request Note: Payments is dually serviced by the OnCore Help Desk
Report a Lock-Out Email the Support team to get assistance on a Lock-Out.
Request Protocol Set-Up Note: To avoid delays please make sure the IRB Protocol Number (the PRO) is listed under the funding source in Oracle before submitting your request.
