For Independent urgent care centers and small multi-site groups, including those with an occupational medicine line
Catch urgent care eligibility and registration denials at the source
At a busy front desk, a card gets scanned under the wrong plan, a subscriber ID is mistyped, or an eligibility check is skipped. The claim denies weeks later, the patient has moved on, and the fix costs more than the visit. Because the error happened at registration, the billing team cannot prevent it alone.
What it can cost you
Example: 45 registration denials a month x $135 average visit = $6,075 a month delayed, and part of it never collected.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Groups eligibility, coverage, and patient information denials by center, shift, and front-desk user.
- Flags visits checked in with no eligibility check recorded.
- Flags payers where a plan or member ID change is causing a new wave of denials.
- Counts registration denials corrected and resubmitted versus written off.
- Compares each center's registration denial rate with the rest of the group.
Where it reads from
- Experity
- eClinicalWorks
- athenahealth
- Waystar
What happens when it fires
The center manager gets the pattern by shift and payer, with a drafted short refresher for the front desk. Coaching stays with the manager.
Autonomy level: Draft for approval. The system prepares the message or task, and you approve it before anything goes out.
What we guarantee
Registration denials are tied back to center and shift within a day of the remittance posting. 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
Is this for blaming front-desk staff?
It is for finding where the process breaks, such as a payer card that changed format or a shift that skips eligibility checks when busy. Managers see patterns, not a leaderboard.
Does it run eligibility checks itself?
No. It reads whether a check was run and what came back, from your EMR or clearinghouse.
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 urgent care centers
Seven more things worth watching.
- Patients leaving without being seenCount patients who left without being seen by center, day, and hour, and flag wait times running past your own door-to-door standard.
- Provider hours out of step with volumeCompare provider hours with visits per hour by center, day, and shift, and flag next week's shifts that look overstaffed or short.
- Online check-ins droppingSpot falling online check-ins by center, broken booking links, wrong listing hours, and slipping review ratings before fewer patients walk in.
- Open charts and visits not billedCount open or unsigned charts by provider and days since visit, flag providers about to leave with open charts, and catch visits with no claim.
- E&M coding drifting by providerCompare each provider's E&M level mix with peers and their own history, and hand your coding reviewer a sample to audit. It never suggests a code.
- Employer accounts unbilled or past dueMatch employer-paid occ-med visits to invoices, flag employers past their payment terms, and notice when a steady employer account goes quiet.
- Front desk collections and drawer gapsCompare expected copays with what the front desk collected, reconcile payments to deposits, and flag drawers that come up short by center and shift.