For Independent medical billing and outsourced revenue cycle companies serving small practices
Spot client accounts turning unprofitable or at risk of leaving
Your fee is a percentage of collections, so when a client's collections slip, your revenue slips with it. Meanwhile some clients take far more of your team's time than they pay for, and others go quiet before they leave. None of it shows in a single report.
What it can cost you
Example: 1 client paying $2,500 a month while taking 60 staff hours at $30 = $700 a month left after labor, before overhead.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Compares each client's fee revenue in QuickBooks Online with staff hours on the account from Clockify.
- Flags clients whose collections, and your fee, dropped against their own trend.
- Flags clients paying your invoices late or disputing them.
- Flags slow client responses to open questions, such as missing information requests.
- Lists contract renewal dates inside your set lead time.
Where it reads from
- QuickBooks Online
- Clockify
- athenahealth
- AdvancedMD
- Tebra
- eClinicalWorks
What happens when it fires
The owner sees which accounts need a pricing, scope, or relationship conversation. The system suggests talking points; the conversation is yours.
Autonomy level: Suggest only. The brief tells you what changed and what to do. Nothing happens without you.
What we guarantee
Every client's fee, hours, and payment status is recalculated weekly from your books and time tracking. We agree on the metric before the Sprint starts and measure it over the first 20 business days after go-live. If we miss it, you get half your Sprint fee back. Dollar savings are tracked in your monthly saves log, reported rather than promised.
Questions
Does this need time tracking?
It works best with it. Without time tracking, it uses claim volume and touches as a stand-in for effort.
Will clients see this?
No. It is your internal view of the book.
Do I need new software for this?
No. The system reads from the tools you already use, with read-only access by default. A guardrail layer controls exactly which data the AI can see.
What does it cost?
A 3-week Sprint is $6,000 fixed and includes the morning brief plus one automation tied to an agreed metric. Ongoing support is $1,500 a month, or $500 a month to keep it running without new automations. If the agreed metric is missed over the first 20 business days after go-live, half the Sprint fee is refunded.
How is this different from a dashboard app or a free AI kit?
A dashboard app shows numbers when you go look. A free AI kit gives you the parts, and you do the setup, the upkeep, and the checking. Here the alarms are built for your kind of business, they watch outside data like market rates and rule changes alongside yours, and on Run or Keep-Running, the person who built them keeps them working and logs what they caught.
More alarms for medical billing companies
Seven more things worth watching.
- Client A/R aging creepTrack days in A/R and aging buckets for every client and payer nightly, and flag the client whose older A/R is growing before they notice it first.
- A client stopped sending chargesCompare each client's charge volume with its schedule and normal pace, and flag lag-to-bill growing toward payer timely filing limits.
- Denial spikes by client and payerGroup denials by payer, reason, and CPT code across every client nightly, and catch one payer change hitting several clients at once.
- Clearinghouse rejections nobody workedCount open clearinghouse rejections by client and reason, flag queues nobody touched, and catch claims the payer never acknowledged.
- Payments not posted or posted shortMatch deposits with ERAs and posted payments for every client, flag ERAs not posted, and catch payers paying below the client's fee schedule.
- Provider enrollments pending or expiringFlag client providers seeing patients before payer enrollment clears, revalidations coming due, and CAQH attestations about to lapse.
- Work queues aging by billerAge open claims and denials by assigned biller, flag backlogs that are growing, and suggest how to rebalance work before follow-up stops.
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