For Independent medical billing and outsourced revenue cycle companies serving small practices
Notice when a client practice's charge volume drops or lags
A client's charge volume dips for a week. Maybe a provider is on vacation, or maybe the front desk stopped entering encounters or an interface broke. If it is a leak, every day it goes unnoticed pushes those visits closer to the timely filing limit and shrinks your percentage fee.
What it can cost you
Example: 1 client's charges lag 2 weeks x $15,000 a week in charges = $30,000 aging toward filing limits.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Compares each client's daily charge count with their own normal pace, by provider.
- Flags appointments on the schedule with no charge entered.
- Measures lag from date of service to claim submission, by client.
- Flags unbilled encounters approaching each payer's timely filing limit.
- Separates known provider time off, when the client shares it, from true gaps.
Where it reads from
- athenahealth
- AdvancedMD
- Tebra
- eClinicalWorks
- DrChrono
- Payer timely filing limits (outside data)
Timely filing limits by payer, kept current for the payers your clients bill.
What happens when it fires
The account manager gets a drafted note to the client asking about the gap. The system flags; a person reaches out.
Autonomy level: Draft for approval. The system prepares the message or task, and you approve it before anything goes out.
What we guarantee
Charge volume for every client is compared with its own baseline every night. 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
How does it tell a vacation from a leak?
It compares charges with the client's schedule. Fewer appointments means fewer charges, and that is not flagged. Appointments with no charges are.
What if we do not have schedule access for a client?
It still works with less precision, comparing charge volume with that client's own history.
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.
- 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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