7 Steps to Bulletproof Your Medical Billing Process

At ACCORDPRO, we specialize in streamlining revenue cycle management (RCM) for healthcare and non-healthcare businesses. Here are 7 proven steps to bulletproof your billing process and improve your cash flow.

Reduce Denials, Get Paid Faster, and Strengthen Compliance

An inefficient medical billing process can quietly drain thousands from your bottom line through denied claims, delayed payments, and compliance risks. If your practice is losing revenue, it’s not always due to patient volume—it’s often due to billing breakdowns.

1. Verify Insurance Before Every Visit

Failure to confirm eligibility is one of the top causes of denied claims. Patients may change plans, lose coverage, or require pre-authorization.

What to Do: Use real-time eligibility tools and verify benefits before each encounter. Create a front-desk checklist to catch inactive policies, out-of-network status, and referral requirements.

2. Capture Accurate Patient Data at Check-In

Incorrect patient demographics, policy numbers, or plan types lead to claim rejections.

What to Do: Train staff to double-check patient name spelling, insurance ID, and group number. Scan and store the insurance card and photo ID. Accuracy at the front desk saves hours of rework later.

3. Use the Right CPT, ICD-10, and Modifiers

Coding errors—including missing, outdated, or mismatched codes—are a major cause of rejections.

What to Do: Keep your coding resources current and ensure ongoing training. Use certified coders or partner with ACCORDPRO’s expert coding team to reduce audit risk and maximize reimbursement.

4. Submit Clean Claims Quickly

Timely filing limits vary by payer—miss them, and you lose the chance to collect.

What to Do: Submit claims daily or in regular batches. Set up tracking alerts for filing deadlines and automate submission wherever possible.

5. Track Claim Status Religiously

If you’re waiting passively for payments, you’re already behind.

What to Do: Monitor clearinghouse and payer portals to track claim status. Follow up on pended, rejected, or denied claims within 7–14 days. ACCORDPRO’s claim monitoring system flags stalled payments before they become revenue loss.

6. Respond to Denials With a Process

Many practices write off denied claims without investigation—resulting in lost revenue that could have been recovered.

What to Do: Create a denial log to track reasons and resolutions. Analyze trends by payer and implement corrective action. Our team at ACCORDPRO specializes in appeal letters, corrected claims, and documentation support.

7. Use Monthly Reports to Guide Decisions

Without visibility into your KPIs, you can’t fix what you can’t see.

What to Do: Monitor key metrics like Days in A/R, First Pass Resolution Rate, Net Collection Rate, and Denial Rate. ACCORDPRO provides clients with monthly financial and billing dashboards to drive smart decisions.

Final Thoughts

Bulletproofing your billing process isn’t about working harder—it’s about working smarter. With the right systems in place, you can reduce denials, speed up reimbursements, and stabilize your cash flow.

Need help improving your billing process?

📞 Contact ACCORDPRO at 425-215-0517 or visit www.accordpros.com to schedule a free billing assessment.