Our process
The first 90 days, in detail
The single biggest reason practices stay with a bad biller is fear of switching. So here's exactly what changing to us looks like — week by week, with no surprises.
Kickoff and access setup
- Secure transfer of EMR/PM credentials and clearinghouse access
- BAA signed; HIPAA-compliant access provisioning
- Dedicated account manager and AR analyst assigned to your practice
- Weekly meeting cadence locked in (we recommend Mondays at 9am)
Discovery and AR audit
- Full AR aging review — what's collectible, what's stuck, what's been written off prematurely
- Denial pattern analysis on the last 6 months of claims
- Fee schedule and contract review against payer ERA postings
- EMR/PM workflow walk-through with your front desk and providers
- Specialty-specific coding audit on a sample of recent encounters
Parallel run + backlog cleanup
- Your existing biller continues submitting fresh claims — no cash-flow gap
- We work the aged AR backlog (60+ day buckets) in parallel
- First denial categorization report delivered (root causes, not just codes)
- Eligibility verification workflow goes live for upcoming appointments
- Daily AR touch begins on every open claim past 30 days
Full handoff
- We take over claim submission, posting, denial work, and patient billing
- First-pass acceptance rate begins tracking weekly
- Backlog cleanup wraps; recovered revenue posted
- Provider feedback session: documentation patterns we'd flag
- First weekly KPI report delivered (the one you'll get every Monday after)
Optimization and stabilization
- First-pass rate trending toward 95%+
- Days in AR trending toward <40
- Specialty-specific coding adjustments dialed in
- First quarterly compliance audit completed
- Process retrospective with you: what worked, what to refine
Steady state — but never static
- Weekly KPI reports every Monday
- Monthly trend reviews with your account manager
- Quarterly internal coding audits + annual external audits
- Continuous payer rule updates pushed into your workflow
- Annual fee schedule and contract review
How we operate
Four principles we don't bend on
No cash-flow gaps
Parallel run means your old biller keeps submitting until we're fully ready. You never have a 'dark week' where claims stop going out.
Your data stays yours
Every claim, every note, every report exports back to you on demand. If we ever part ways, you walk out with everything — no hostage situation.
Weekly cadence, not monthly surprises
You get KPI reports every Monday. No quarter-end shocks, no 'we'll look into it' for 30 days. If something moves, you know within a week.
Aligned incentives
We charge a percentage of collections. We only make money when you do — and we make more when your collections grow. That's the only model that aligns over time.
Want to see what your first 90 days would look like?
Start with a free Revenue Leakage Analysis — we'll show you three specific leaks at your practice and what they're costing. No commitment. No sales pitch.