An A/R report tells you how much is outstanding. It does not tell you what to do next. That is the gap follow-up work fills, claim by claim, with a reason and an owner recorded each time.
Queues beat lists
A 2,000-line aging report is not a work plan. We break it into queues: no response from payer, denied and not appealed, pending records, patient responsibility, and contractual review.
Each queue has a target turnaround. When a claim is touched, the note records what was found and what happens next, so the next person does not repeat the same call.
- Aging analysis by payer, service line, and dollar band
- Payer follow-up with documented claim notes
- Records-request tracking and deadline management
- Write-off recommendations with supporting reason codes
Knowing when to stop
Some balances will not be recovered. Continuing to work them costs more than the balance is worth, and it hides the balances that still have a chance.
We recommend write-offs with the reason documented, for your approval. Nothing is written off without a decision from your practice.
How the process runs
Every engagement follows the same five steps, adjusted to the service you choose. The point is not the checklist, it is that each step has an owner and a date, so nothing waits quietly.
- 1Documenting the current workflow and common exceptions
- 2Establishing ownership and priority for open items
- 3Tracking status, outcomes, and recurring reasons for delay
- 4Escalating issues that require provider or payer input
- 5Reviewing trends and agreeing on next actions