For Independent urgent care centers and small multi-site groups, including those with an occupational medicine line
Catch missed copays and cash drawer gaps at urgent care front desks
Copays and self-pay balances are easiest to collect at the visit and hardest after. On busy shifts the front desk skips it, and at day end the cash drawer does not quite match what the system says was collected. Small gaps every day add up, and an unexplained one is worth a quiet look.
What it can cost you
Example: 15 missed copays a day x $40 x 26 days = $15,600 a month moved onto patient statements that may not get paid.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Compares expected copay or self-pay amounts with what was collected at the visit, by center and shift.
- Reconciles card and cash payments posted in the EMR against deposits in QuickBooks Online.
- Flags drawers that came up short or over at day end.
- Flags repeated voids or refunds by the same user.
- Tracks balances sent to patient statements versus collected at the visit.
Where it reads from
- Experity
- eClinicalWorks
- athenahealth
- QuickBooks Online
What happens when it fires
The center manager gets the gap with the shift and user to look into quietly. The system suggests where to look; it does not accuse anyone.
Autonomy level: Suggest only. The brief tells you what changed and what to do. Nothing happens without you.
What we guarantee
Every day's payments are reconciled to deposits by the next morning. 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 it see patient card numbers?
No. It reads payment totals by visit ID, shift, and user. Card details stay with your payment processor.
Is it accurate enough to act on?
Treat it as a lead, not a verdict. Timing differences between deposits and postings happen, so the system flags patterns and the manager checks.
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.
- Eligibility and registration denialsTie eligibility and registration denials back to center, shift, and payer, and flag visits checked in with no eligibility check on record.
- 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.