For Independent urgent care centers and small multi-site groups, including those with an occupational medicine line
Find urgent care charts left open and visits that never billed
Providers close charts between patients, and on busy shifts some stay open until the end of the week. An open chart holds the claim. A few per provider seems fine, until a locum leaves with a stack of unsigned charts or a payer's filing limit gets close.
What it can cost you
Example: 70 open charts at month end x $140 average visit = $9,800 held back from billing.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Counts open or unsigned charts by provider and days since the visit.
- Counts closed visits with no claim created or submitted.
- Flags providers whose open chart count is rising.
- Flags open charts for providers whose last shift is coming up, such as locums or departing staff.
- Compares unbilled visit age with each payer's filing limit.
Where it reads from
- Experity
- eClinicalWorks
- athenahealth
- Waystar
What happens when it fires
Providers get a short reminder with their own open chart count. The medical director sees totals and any provider about to leave with open charts.
Autonomy level: Run with a log. The system handles it on its own within limits you set, and records every action for you to check.
What we guarantee
Reminders go out every morning, and every open chart is aged nightly until it is closed. 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 read the charts?
No. It checks open or closed status, visit date, and claim status. Clinical documentation stays in the EMR.
Can we change the reminder timing?
Yes. You set how long a chart can stay open before a reminder goes out, and whether the medical director is copied.
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.
- 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.