Employee Dishonesty Coverage

Most dental practices have insurance policies that cover their employees, but is it enough? Does your practice have employee dishonesty insurance? This insurance protects the employer from financial loss due to the fraudulent activities of an employee or group of employees. The loss can be the result of the employee’s theft of money, securities (which includes checks) or other property of the insured. Of course, policy coverage may differ between insurance companies. The employer, the named insured on the policy, is the main entity insured. The “who” of coverage may also include all current or former employees, partners, members, directors, volunteers, trustees, seasonal employees and temporary workers at your direction or control. Employee dishonesty coverage is really a fidelity bond. The normal form of coverage is
a blanket policy which will cover fraud committed by any employee.

Employee_DishonestyIf the practice has access to other customer’s money, securities or property, the policy can be endorsed to include third party coverage. With the third party endorsement coverage is extended to a customer or client with whom you are under contract to perform services. As an example, employees often have access to patients credit card numbers. Does your insurance cover you if an employee steals that credit card information and uses it? Employee dishonesty coverage can typically be added to another insurance policy, such as the property or the fiduciary liability policy. The coverage may be extended to include forgery or alteration, funds transfer fraud, computer fraud, credit card fraud, money
order and counterfeit fraud.

With fraud and identity theft at an all-time high, you may want to review your policies and make sure you are covered!

Tax Return Identity Theft – What Should You Do?

tax_identity_theftRecent reports of identity theft related to tax filings have been reported by local dentists. We would like to take a moment to remind you that the IRS uses your Social Security Number (SSN) to make sure your filing is accurate and complete, and that you get any refund you are due. An unexpected notice or letter from the IRS could alert you that someone else is using your SSN. However, the IRS does NOT contact taxpayers by sending an email, text or social media message that asks for personal or financial information. If you get an email that claims to be from the IRS, do not reply or click on any links. Instead, forward it to phishing@irs.gov.

If someone uses your SSN to file for a tax refund before you do, the IRS might think you already filed and got your refund. When you file your return later, IRS records will show the first filing and refund, and you’ll get a notice or letter from the IRS saying more than one return was filed for you.

If you think someone has used your SSN for a tax refund or the IRS sends you a notice or letter indicating a problem —contact the IRS Identity protection unit immediately, 1-800-908-4490. Specialists will work with you to get your tax return filed, get you any refund you are due, and protect your IRS account from identity thieves in the future. Make sure you take the following steps to minimize the effectss

1. Complete IRS Form 14039, Identity Theft Affidavit, and attach it to a paper-filed tax return to the IRS with a letter of explanation.  You will also need to include with the Form 14039 the following:

  • A clear and legible photocopy of your identification – a passport, driver’s license, social security card, or other US Federal/State government issued identification.
  • Telephone # to best reach you (home, work, cell) and a best time to call

2. Contact the Federal Trade Commission to report the identity theft at www.consumer.gov/idtheft, or call the hotline at 877-438-4338.

3. Contact the Social Security Administration at 1-800-772-1213.

4. Contact each of the three major credit bureaus:

5. Notify your personal financial institutions/banks.

6. Consider filing a police report, but without a lot of information, the local police often won’t file a report.

Once the IRS receives the Identity Theft Affidavit they will begin their investigation.  Please be aware there are significant processing delays with this unit.  You must allow 204 days (6-8 months) for their investigation.  There are over 1 million cases, so it is a long process!  If no information has been provided after 204 days, then we suggest calling the specialized unit at 1-800-908-4490.

Dental Fraud, Don’t Be the Next Victim..

Technology_Security2Embezzlement in dentistry is becoming more common. The longer you practice, the more likely it is that you will become a victim. This is an uncomfortable subject for most dentists, but it is the ugly truth. Embezzlement is costing U.S. businesses billions annually, according to the Association of Certified Fraud Examiners. Dental groups are more at risk, since they rely on office managers and front desk staff to handle collecting, depositing, and disbursing money.

Attributes of a typical embezzler:
• Doctor trusts them implicitly
• Very Intelligent
• Loyal and long-term employee

Warning signs:
• Gets annoyed at reasonable questions being asked about bookkeeping
• Refuses to or makes excuses to avoid generating a report(s) you request
• Resists changes

How they embezzle:
• They steal cash so it’s hard to prove
• They make adjustments to patients accounts
• They open bank accounts in the practice name
• They pay their own bills with practice checks.

Ways to prevent it:
• Check references when hiring, do background checks, drug tests and credit checks on all applicants.
• Personally sign your own checks and do not sign checks without an official invoice attached.
• Do not have a signature stamp in the office
• Get a carbon copy receipt book; be sure a receipt is issued every time cash is received. Post a sign indicating to the patient they should receive a receipt.
• Get a “For deposit only” stamp and make a policy that every check that comes into the office is stamped immediately. Including those that come through the mail. (Periodically check to ensure this is being done)
• Always investigate any patient complaints related to account balance differences thoroughly.
• Make sure each employee has their own user id and password, this way you can identify patterns of errors or suspicious items.
• Have all bank and credit card statements mailed to the doctors home, and look at them! Look for duplicate payments, or any items that you do not recognize.
• Make bank deposits daily
• Thoroughly review details for any patient refunds being issued.
• Force employees to take vacation in a block of at least 3-5 days.
• Review daily sheet to ensure everything ties out and run an adjustments report for all adjustments made to patient accounts and question the adjustments.

If the employees know the doctor is reviewing things and looking at them closely on a regular basis will reduce your risk of fraud. Check out our End Fraud Now program to learn how to prevent your practice from becoming a victim.

By: Jenny Furey, CPA