For Independent medical billing and outsourced revenue cycle companies serving small practices
Catch A/R aging creeping up at one client before the monthly report
Across a book of clients, one practice's older A/R starts growing: a payer slowed down, a batch of claims stalled, or a biller fell behind. It does not show until you build the monthly deck, and by then the client noticed first.
What it can cost you
Example: 1 client's 90+ day A/R grows $12,000 over a quarter x your 6% fee = $720 of your own revenue stuck, plus an unhappy client.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Tracks days in A/R and each aging bucket by client and payer, nightly.
- Flags a client whose older buckets are growing against their own recent trend.
- Flags payers slowing down across several clients at once.
- Lists claims with no follow-up activity past your set limit.
- Ranks clients by dollars moving into the oldest bucket this week.
Where it reads from
- athenahealth
- AdvancedMD
- Tebra
- eClinicalWorks
- DrChrono
What happens when it fires
Your team lead gets the client, the payer, and a drafted follow-up worklist. Account managers see the problem before the client does.
Autonomy level: Draft for approval. The system prepares the message or task, and you approve it before anything goes out.
What we guarantee
Every client's aging is recalculated nightly, and new growth in the oldest bucket appears in the next morning's brief. 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
Our clients are on different PM systems. Can it roll them up?
Yes. It reads each client's system separately and rolls up by client and payer, so you get one view of the book instead of a login per practice.
What about patient data?
The system works from claim counts, dollars, payer, and claim IDs, and keeps patient details out of the AI. Whether your client agreements cover this kind of reporting is a question for your own counsel.
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.
- 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.
- Client accounts at riskCompare each client's fee revenue with staff hours, flag falling collections, late fee payments, and renewals coming up across your book.
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