Switching billing companies without losing a month of cash
Most practices stay with a billing company that isn't working because switching feels riskier than staying. The real risk is a transition with no plan: claims stall, AR ages past timely filing, and nobody owns the gap.
A planned switch takes 7 to 14 days. Your existing AR keeps getting worked while new claims move over, so cash flow doesn't drop.
Prior biller 0
Saint Health 40
Signs it's time to switch
If three or more sound familiar, the audit will usually show why in your own numbers.
- Your denial rate keeps climbing and nobody can explain why.
- Days in AR are getting longer month over month.
- You can't get a straight answer on who is working your claims.
- Authorizations lapse and you find out from a denial.
- Reports show claims submitted, not money collected.
- Appeals are billed as extras, or not filed at all.
- You're locked into a contract that charges you to leave.
Before you give notice: what to get from your current biller
Read your current contract first. Most require 30 to 90 days written notice, and some limit what data they hand over. Request these before or with your notice.
- Full AR aging reportby payer and by date of service
- Open claims listwith current status and last action taken
- Denial logfor the last 12 months, with reason codes
- Payment posting historyincluding ERA files
- Authorization logwith active authorizations and end dates
- Clearinghouse and payer portal accesstransferred to your organization, not the biller's login
- Patient balance and statement history
- Any payer correspondenceon pending appeals or recoupments
Your billing data belongs to your organization. If a contract says otherwise, have counsel review it before you give notice.
How the switch works
Fourteen days, four steps. Every open claim has an owner before the handoff is done.
Billing audit
We review 90 days of your claims, denials and aging. You get a written summary of what's recoverable, what's at risk of timely filing, and your pricing tier.
Access and agreements
We sign a business associate agreement with Part 2 terms, get EHR and clearinghouse access, and confirm your payer enrollments and electronic remittance setup point where they should.
Parallel billing
New claims go out through us. Your prior biller finishes any claims they're contractually responsible for, and we start on aging AR that falls outside their scope, prioritizing claims closest to timely filing limits.
Full handoff
Every open claim has an owner. You get your first report and a standing monthly review on the calendar.
How your AR is protected during the transition
Six things that hold while the handoff happens.
What you'll need from your team
About two hours in the first week, total.
A point of contact
Usually your administrator or program director.
EHR access
A user account in the system you already use. We do not ask you to move to ours.
Portal rights
Admin access to your clearinghouse and payer portals.
Switching questions
Timing, data and continuity.
How long does it take to switch medical billing companies?
Seven to 14 days with a planned transition. Your contract notice period with the current biller may run longer, and that's fine; parallel billing covers the overlap.
Do we have to change our EHR or billing software?
No. We work in the system you already use, so there is no migration, no downtime and nothing for your clinical staff to relearn. Your data stays in your instance the entire time.
Will we lose revenue while switching?
Not with a planned switch. Existing AR keeps being worked, claims near timely filing limits come first, and payments continue to deposit to your account.
Do we have to change our EHR?
No. We work inside the EHR you already use.
What if our current biller won't release our data?
Your claims data belongs to your organization. Start by requesting it in writing under your contract and business associate agreement. If they refuse, involve legal counsel.
Can we switch mid treatment?
Yes. Active authorizations, outpatient visit counts and upcoming residential reviews are logged on day one so coverage continues without a gap.
Start with the audit
The free billing audit shows what your current billing is leaving behind and what a switch would recover, before you commit to anything.