In New York workers’ comp, providers must adhere to state timely filing deadlines when submitting their bills for treating injured workers.

Failing to submit your workers’ comp bills timely can put your reimbursement at risk.

Workers' comp billing is complicated, and following the more straightforward rules—including timely bill filing—is one of the easiest ways to protect revenue. New York regulations allow providers 120 calendar days from the date of service to submit their bills to the claims administrator.

Fortunately, that's plenty of time—especially considering New York’s impending switch to mandatory electronic billing (e-billing), which enables providers to submit bills in seconds.

Most importantly, e-billing gives providers proof that they submitted their e-bills on time, since payers electronically send providers an acknowledgment verifying the date and time the payer received each e-bill.  

NY Workers' Comp Billing Deadline

Under 12 CRR-NY 325-1.25(b)(1), providers who treat injured workers—physicians, podiatrists, chiropractors, psychologists, nurse practitioners, physician assistants, licensed clinical social workers, physical therapists, occupational therapists, and acupuncturists—must submit their bills within 120 calendar days from the date they furnish treatment.

The regulation states (emphases ours):

“Bills shall be submitted to the employer or insurance carrier (or third-party administrator) within 120 days from the day the medical care was rendered. Bills submitted in any other format or outside this time requirement shall not be eligible for an award by the chair under the provisions of the Workers’ Compensation Law as described herein.”

The operative phrase is “...shall not be eligible for an award by the chair.” If the provider submits the bill late, the Workers’ Compensation Board (WCB) will not intervene. In other words, when it comes to payment, you’re at the payer’s mercy when your bill is late.

There's good news, though: electronic billing makes submitting timely bills easy.

How e-Billing Makes Compliance Easier

Currently, all claims administrators must accept e-bills from New York workers’ comp medical providers.

Effective August 1, 2025, New York requires providers to e-bill for workers’ comp.

This shift to e-billing makes getting paid for treating injured workers much easier because workers’ comp e-billing software:

• Tracks the bill through its payment cycle
• Generates verifiable proof of when the payer received the bill, preventing bogus claims of untimely submission or "lost" bills

What your practice saves in time, effort, and “lost-in-mail” claims will more than cover any costs associated with e-billing (especially considering that you can charge the payer to offset e-billing costs).

If you treat injured workers in New York, lock in these essentials:

1. Submit bills within 120 days.
2. Bill on the CMS-1500 form.
3. Send bills electronically.

For providers, timeliness is compliance, and compliance is the most effective reimbursement guarantee.

In workers’ comp, the provider doesn’t just carry the burden of care. You have the administrative onus of keeping your paperwork on track with little room for error. Accept that reality, use the best practices and tools, and keep your doors open to injured workers who desperately need providers willing to treat them.

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