Getting Started

A typical full medical billing transition takes 2 to 4 weeks from contract signature to live claim submission. Where it lands in that range is set by dependencies rather than by effort: how quickly EHR/PM access is granted, whether every rendering provider is already enrolled and credentialed with the payers you bill, and how long ERA/EFT re-enrollment takes at your highest-volume payers. That last one sits with the payers rather than with us, and it is the item most likely to move the date. The transition spans four phases: (1) a revenue cycle baseline assessment, so there is a measured starting point to compare against later, (2) EHR/PM integration with mapping for systems like eClinicalWorks, Athenahealth, AdvancedMD, Kareo (Tebra), NextGen, and DrChrono, (3) a 2-week parallel billing period during which both the legacy biller and MedPrecision submit claims to validate accuracy, and (4) full takeover with daily charge entry and same-day claim submission. The parallel run is the risk control that matters: while both billers are submitting, a payer enrollment that has not transferred, an EHR field that mapped to the wrong place, or a fee schedule that did not come across shows up as a rejection we can fix before it is your only claim path. We do not promise a revenue figure for the transition period. What we commit to is the mechanics — daily charge entry, same-day claim submission once we are live, and a written report at 30, 60 and 90 days showing net collection rate, days in A/R and denial rate measured the same way each time, so you can see the direction rather than take our word for it.

Parallel billing is a 1 to 2 week overlap during which the outgoing biller and MedPrecision both submit claims, so charge capture, coding and acceptance rates can be compared on the same live work before anything is handed over. The failures it exists to catch are concrete: charges that never make it into the new system, CPT codes mapped incorrectly at migration, and payer enrollment gaps under a new Tax ID that reject claims silently. We are not going to quote you an industry figure for what skipping it costs, because we could not find one that traces to a real dataset rather than to vendor marketing. MedPrecision uses parallel billing to validate three things: (1) every CPT code from the prior 30 days appears in the new system with matching charge amounts, (2) ERA and EFT enrollments for each payer route correctly to the practice account, and (3) clearinghouse rejections under 5 percent before single-source cutover. Only after these thresholds clear does MedPrecision assume sole billing responsibility.

MedPrecision works inside the practice's existing EHR and practice management system rather than moving you onto software of ours. Platforms we work in include eClinicalWorks, Athenahealth, AdvancedMD, Kareo (Tebra), NextGen, DrChrono, Practice Fusion, ChartLogic, ModMed, NueMD, CareCloud, CollaborateMD, and Epic Community Connect, plus specialty-specific systems like WebPT, Heno, and TheraNest. Integration uses native APIs where available and HL7 v2.x or FHIR R4 interfaces where the EHR exposes them. For systems without API access, MedPrecision uses sFTP-based batch interfaces with twice-daily charge file pulls. Custom HL7 builds for legacy systems typically take 2 to 3 weeks. If your system is not on that list, ask: the constraint is what it exposes (API, HL7, FHIR or an sFTP batch), not the brand name. The integration covers four data flows: demographics push, charge capture pull, ERA posting back to the PM, and patient statement coordination. Practices retain full ownership of their EHR/PM credentials and data; MedPrecision operates under role-based access defined in the BAA, which is signed before any production data exchange begins.

Six items, and it is worth knowing which are yours, which are ours, and what each one unblocks. (1) A signed Business Associate Agreement under HIPAA 45 CFR 164.504(e): we draft, you and your counsel review and sign. Nothing that touches PHI can start until it is executed, which is why it is first. (2) Practice demographics, NPIs, Tax ID and the rendering provider list: yours to supply, and payer enrollment work waits on it. (3) Credentialing status for each provider with each contracted payer: you supply what you have, we audit it. A provider who is not enrolled with a payer cannot be billed to that payer, so what this audit turns up sets the realistic start date more often than anything else does. (4) EHR/PM access, either credentials for a billing-team login or API access: yours to grant, and integration and charge entry wait on it. (5) ERA/EFT enrollment forms for your highest-volume payers: we prepare them, you sign them, and the turnaround after that is the payer's rather than ours. (6) The prior 90 days of A/R aging from the outgoing biller: yours to request, and the baseline assessment is built from it. A dedicated implementation manager runs the list in a shared tracker. Practice time is typically 4 to 6 hours across two weeks, concentrated in the credentialing audit and the enrollment paperwork.

The first 30 days follow a structured cadence: week 1 is integration and BAA execution, week 2 is parallel billing setup with the first comparison batch, week 3 is full parallel claim submission with daily reconciliation, and week 4 is staged cutover with the legacy biller stepping back. Three deliverables land in that window. A baseline assessment of your own collection rate, days in A/R, denial mix and acceptance rate, with the formula used for each one stated alongside it, so later reports are comparable rather than flattering. A payer enrollment status grid showing every contracted payer with ERA/EFT confirmation. And a coding audit covering 50 random encounters from the prior 60 days. What tends to move first is acceptance rate, because eligibility and prior authorization checks run ahead of submission instead of surfacing as denials afterwards; whether that shows inside 30 days depends on your payer mix and on how much of the old A/R is still in flight.

Front-desk and clinical workflow changes are minimal: providers continue charting in their existing EHR exactly as before, and the front desk continues collecting copays and patient demographics in the same screens. The only workflow change is on the billing side, which the practice is outsourcing. MedPrecision adds three pre-submission gates the practice may notice: real-time eligibility verification before each visit, run through the clearinghouse's eligibility transaction; prior authorization tracking for procedures that require it under the payer's own policy; and credentialing alerts ahead of a payer contract or revalidation deadline. Billing work itself moves to MedPrecision, charge entry, claim submission, ERA posting, denial work and patient statements, so in-house billing time falls. By how much depends on how much of that work your staff does today, and we are not going to put a percentage on a workload we have not seen. Practices with a dedicated in-house biller usually redeploy them to front-desk, intake or scheduling rather than terminating the position.

Accounts receivable handling depends on the contract structure: practices choose between (1) MedPrecision working the legacy A/R alongside new claims for a percentage fee on collected dollars, or (2) the outgoing biller continuing to work their existing A/R until aging hits 120 days, then transferring residual balances. What a legacy bucket is worth depends on its age profile rather than on its size: balances still inside timely-filing and appeal windows are workable, balances past them usually are not, and that split is visible in the aging report before either party commits to anything. MedPrecision recommends taking on legacy A/R when the outgoing biller has aged A/R over 90 days exceeding 15 percent of total, since legacy billers rarely work old buckets aggressively once the contract ends. The handoff includes a full A/R audit, a payer-by-payer recovery plan, and weekly recovery reporting until the legacy bucket clears below 5 percent of monthly charges.

Improvement shows up in an order rather than on a date. Acceptance rate moves first, as eligibility and authorization checks run before submission instead of after a denial. Denial volume follows, as the reason codes that recur in your own remittances get fixed at their source rather than appealed one claim at a time. Collection rate moves last, because it depends on aged A/R clearing and on underpayments being recovered against your contracts. The published target for that last metric is the AAFP's: 95 percent at minimum, averaging 95 to 99 percent (verified 17 September 2026), guidance issued with no population, sample or data year behind it. We do not attach a percentage lift or a payback date to a practice we have not measured. What you get instead is monthly reporting with payer-level breakouts against the baseline taken before cutover, so any movement is verifiable against your own bank deposits. If you are weighing the switch, the useful next step is a transition-fit call: tell us your current EHR, the notice period in your existing billing contract and the date you want to start, and we will map the sequence and its dependencies against that date. Start there.