How We Work
Switching billing companies is a real decision, and most practices have been burned before. Here is exactly what happens when you hand your revenue cycle to Medyfi, start to steady state.
The free billing review
Every engagement starts with the free billing review. You share your last aging report, a few months of remits, and your fee schedules. We come back with a written read on what's working, what's leaking, and what we would do differently, at no cost and no obligation.
- Aging, denial, and payer-mix review from your existing reports
- A candid assessment, including telling you if your current setup is fine as is
- A proposed scope and pricing, in writing, with no obligation
Transition
If you move forward, we set up a transition that keeps your cash flow uninterrupted. Your old process keeps running until the new one is proven. Nothing is switched off until its replacement is working.
- Business associate agreement signed before any patient data moves
- Access configured to your EHR, clearinghouse, and payer portals
- Workflows documented for your specialty: charge capture, coding conventions, payer quirks
- A parallel run on live claims to verify everything flows before full cutover
Steady state
Once cutover is complete, your revenue cycle runs on a fixed operating rhythm. The same dedicated team works your account every day: people who know your payers, your providers, and your numbers.
- Daily: charge entry, claim scrubbing and submission, payment posting
- Weekly: A/R follow-up by aging bucket, denial corrections and appeals
- Monthly: deposit reconciliation, credentialing calendar review, your report
Reporting and review
You get a monthly report written for a practice owner, not a billing analyst: what was billed, what was collected, what's outstanding, and what we're doing about it. Then we get on a call and walk through it together.
- Numbers that tie to your bank deposits, not estimates
- Trends on the metrics that matter: days in A/R, clean claim rate, net collections
- A short list of actions, ours and yours, for the month ahead
The commitments we run the engagement on
These are the working standards every Medyfi account is managed against. They are stated here so you can hold us to them.
- Claim submission
- Charges entered, scrubbed, and filed within one business day of receiving your encounters.
- Payment posting
- ERAs and EOBs posted daily, line item by line item, with contractual adjustments applied against your fee schedules.
- Denial decisions
- Every denial reviewed and dispositioned within two business days: correct, appeal, or escalate.
- A/R follow-up
- Claims past 30 days worked on a weekly cadence, prioritized by age and dollar value, with every touch documented.
- Reconciliation
- Posted payments reconciled against bank deposits monthly. Reported collections trace to remits, not estimates.
- Reporting
- Your monthly report delivered by the tenth business day, followed by a standing review call.
- Responsiveness
- Client questions answered within one business day by someone who works your account, not a ticket system.
The unglamorous part, done properly
Billing means handling protected health information every day. Here is how we treat that responsibility, in plain terms.
HIPAA privacy and security program
Written policies covering how patient information is accessed, stored, transmitted, and disposed of. Access is role-based and limited to the minimum necessary to do the job.
A BAA with every client
We sign a business associate agreement with every practice before any patient data moves. No exceptions, no "we'll get to it." It defines exactly what we may do with your data and what happens if something goes wrong.
Workforce training
Everyone who touches client data completes HIPAA training before they start and refreshes it annually. Training is documented, and so is who has access to what.
Exclusion screening
We screen our workforce against the OIG and SAM exclusion lists monthly. No one excluded from federal healthcare programs works on your account, and we keep the records to prove it.
Breach response
A written incident response plan: contain, assess, notify. If an incident ever affects your data, you hear it from us first, with the facts and the required notifications handled per the Breach Notification Rule.
Secure systems
Encrypted connections, unique credentials, multi-factor authentication on the systems that hold patient data, and no PHI in plain email. The basics, enforced consistently.
Equal treatment, without exception
Medyfi does not discriminate in employment or in service delivery on the basis of any protected characteristic, and our vendors are held to the same standard. Read the full non-discrimination policy.
Asked by almost every practice
A fixed percentage of monthly collections, or a flat monthly fee where that fits better, quoted in writing after the free billing review. The rate depends on specialty, claim volume, and scope. No setup fees, no per-claim charges, no fees for transmission or reporting: if you don't get paid, neither do we.
No. We work inside the system you already use. Our teams work daily across the major platforms, and the assessment confirms fit with yours before anything is signed.
About a month from signed agreement to full cutover. Your current process keeps running in parallel until the new one is proven on live claims, so cash flow never pauses during the switch.
You get your first full report after the first complete month. Claim submission speed improves immediately; aged A/R cleanup typically shows in the sixty-to-ninety-day window as worked claims resolve. We will not promise a number before we have seen your data.
Many practices keep an in-house person on front-end work: eligibility, collections at time of service, patient questions. During onboarding we define exactly which duties sit with your staff and which sit with Medyfi, in writing, so nothing falls between the two.
Backlogged charges, aged A/R, credentialing gaps: this is common and it is workable. The assessment sizes the cleanup honestly, including what is realistically recoverable and what is past timely filing, before we quote anything.
Start with the free billing review
Start with step one. Send us your aging report and we'll tell you what we see, with no commitment attached.