For Independent medical billing and outsourced revenue cycle companies serving small practices
Catch payments deposited but not posted, or paid below contract
Payments land in the client's bank, but the ERA never posts, or a check arrives with no ERA at all. The A/R looks worse than it is, follow-up time gets wasted on claims that are already paid, and payments below the contract get posted as if they were normal.
What it can cost you
Example: $18,000 in deposits unmatched to ERAs at 1 client = billers chasing claims that are already paid.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Matches EFT and check deposits from client deposit reports with ERAs and posted payments.
- Flags ERAs received but not posted past your set limit.
- Flags deposits with no matching ERA.
- Compares paid amounts with contracted rates where the client has shared its fee schedules.
- Flags payers whose paid amount per code dropped compared with last quarter.
Where it reads from
- Availity
- Waystar
- Office Ally
- athenahealth
- AdvancedMD
- Tebra
- eClinicalWorks
What happens when it fires
Your posting lead sees what is waiting to post and what cannot be matched. Short payments go on a suggested underpayment list for review.
Autonomy level: Suggest only. The brief tells you what changed and what to do. Nothing happens without you.
What we guarantee
Deposits and ERAs for every client are matched nightly. 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
Do we need access to the client's bank?
Not direct access. Most billing companies already receive deposit reports or lockbox files, and the system reads those.
How does it know contract rates?
Only if the client shares fee schedules. Without them, it still flags payers whose payments per code dropped compared with their 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.
- 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.
- 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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