Our Process
How We Take Over Billing Without Breaking It
Billing transitions fail from improvisation, not difficulty. Ours runs on a documented sequence with dates, owners, and verification at every step.
Phase 1 · Week 0
Free Billing Assessment
- You provide standard reports from your system (we send the exact list) plus a short workflow questionnaire
- We compute your baseline KPIs: denial rate by category, days in AR, over-90 share, clean claim rate, net collection rate
- You receive written findings with the gaps named and sized — yours to keep regardless
Phase 2 · Week 1
Scoping and Agreement
- Written scope defines every workflow we own, every one you keep, and the turnaround standards for each
- Pricing is computed from your actual volume and collections, with the drivers explained
- The agreement includes reporting commitments, escalation paths, and defined exit terms
Phase 3 · Weeks 1–2
Security and Access Setup
- Business Associate Agreement executed before any PHI access
- Named individual user accounts provisioned in your system with role-based, minimum-necessary permissions
- Access documentation completed so your compliance file is audit-ready from day one
Phase 4 · Weeks 2–4
Workflow Documentation and Ramp
- Your billing workflows are documented — often for the first time — including payer quirks and handoff points
- Existing backlogs (unworked denials, aged AR) are inventoried and triaged as defined projects
- Production begins on a defined claim scope, verified against quality standards, then expands to full volume
Phase 5 · Ongoing
Daily Production
- Charges entered same/next day; claims submitted daily; rejections reworked on same-week standards
- Denials triaged by deadline and value; follow-up runs on cadence; posting reconciles to deposits
- Everything happens in your system, where you can watch it
Phase 6 · Monthly
Reporting and Review
- KPI package delivered on a fixed calendar day with consistent definitions
- Plain-language commentary: what moved, why, and the actions planned
- Standing review call turns findings into assigned actions — and checks last month’s
What We Need From You
Honest process descriptions include the client’s side. Transitions go smoothly when the practice provides timely system access approvals, responds to workflow questions during documentation, keeps providers signing encounters on time, and shows up to the monthly reviews. We handle everything else — but billing is a partnership with your front desk and providers, and we will tell you plainly when something on the practice side is limiting results.
Typical Timelines
Single-specialty practices typically reach full production in two to four weeks from signed agreement; multi-provider and multi-location groups run longer, with the timeline committed in writing at scoping. Backlog projects (old AR, denial inventories) run in parallel on their own schedules.
Step one costs nothing
Request a free billing assessment and get a clear, no-obligation review of your claims process, denial patterns, and accounts receivable.