What switching medical billing companies looks like with us

Why revenue drops during a switch, and how we prevent it

Most practices that lose money in a switch lose it on old claims, not new ones. The old billing company stops following up, and the new company only works claims it sent itself. As a result, claims from the last 60 to 120 days sit untouched until the payer's filing deadline passes.

We don't let that happen. Before we send a single new claim, we agree with you on who works your existing unpaid claims (your accounts receivable, or AR) and in what order. Then we track those claims every week until they're paid or closed.

The steps of a switch

1. Weekly transition meetings.

   We meet with your office staff every week for 30 to 60 minutes. These meetings usually continue for 30 to 90 days, depending on how much old AR your prior billing team left behind. Each meeting covers what's finished, what's open, and anything we need from you.

2. Access to your software.

   We get logins to your EHR (electronic health record system), practice management system, and clearinghouse (the service that sends claims to payers). You keep your current system. You don't have to change it.

3. A walk through your claims process.

   We sit with your team and follow a visit from check-in to payment. That shows us where claims slow down today, for example at insurance checks, charge entry, or coding.

4. Bank reconciliation.

   We set up a way to match every payer deposit in your bank account to the claims it paid. That way, you can see that the money we report is the money in your bank.

5. A work plan for your old AR.

   We review your unpaid claims by payer and by age. Then we agree on who works which claims, starting with the ones closest to the filing deadline.

6. New claims go out within 24 hours.

   Once we start, your new claims go out within 24 hours. At the same time, we keep working the old AR, so you have money coming in from both.

7. Front office training, if you need it.

   We train your front desk on prior authorizations and insurance eligibility checks. Many denials start at check-in, so this stops them before the claim is ever sent.

8. Fixing what slows your revenue, one item at a time.

   During the weekly meetings, we find what holds up your payments and work through each item with you. For example:

   • Unsigned charts, since a claim can't go out until the provider signs the note
   • How your practice collects what patients owe
   • Scripts for the front desk, so every location asks for insurance and payment the same way
   • Bank reconciliations that don't match

What we need from you

We walk you through all of this with an easy-to-follow transition guide, so nothing gets missed.

• Logins for your EHR, practice management system, and clearinghouse
• Read-only access to the bank account where payers deposit
• A report of your unpaid claims from your current biller
• One person at the practice who can answer questions during the switch

Questions practices ask about switching