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Patient Billing & Collections

Professional Patient Billing & Collections Services

We handle patient statements, reminders, payment plans and balance follow-up for practices and hospitals. Every balance is checked before it reaches the patient, and every contact is respectful.

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  • HIPAA compliant
  • AAPC/CPC Certified Coders and Billers
  • Works inside your existing EHR/PM system
  • You keep ownership of your data
Patient-Centric Self-Pay

We Offer Self-Pay Collections with a Patient-Centric Approach

Managing self-pay collections requires sensitivity and structure. Patients without insurance coverage often need additional support to understand and manage their financial responsibilities. We handle self-pay collections professionally and respectfully. We stay in touch with patients and offer payment plans that fit your policies.

Uninsured and self-pay patients

Uninsured and self-pay patients: under the No Surprises Act, providers must give uninsured or self-pay patients a good faith estimate of expected charges for scheduled care, or when the patient asks. If the final bill is at least $400 more than the estimate, the patient can dispute it. We bill self-pay balances with this in mind.

Sources: 45 CFR 149.610 and 149.620; CMS good faith estimate guide.

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Financial Responsibility

How Patient Financial Responsibility Is Determined

Collections should never start with a guess. Before a patient statement goes out, we confirm what the patient owes. Our process includes:

  1. 01

    Primary Payer Adjudication

    Confirming the primary insurer’s payment decision.

  2. 02

    Secondary Insurance Billing

    Submitting to secondary payers when applicable.

  3. 03

    Coordination of Benefits (COB)

    Verifying which payer is responsible for what.

  4. 04

    Contractual Adjustments

    Applying payer-specific write-offs correctly.

  5. 05

    Patient Responsibility Calculation

    Copays, coinsurance, deductibles, and non-covered charges.

  6. 06

    Patient Statement

    Only after the balance has been checked.

  1. 01 Insurance Billing
  2. 02 Payment Posting
  3. 03 Patient Responsibility
  4. 04 Patient Statement
  5. 05 Collections

This sequence keeps patient billing separate from insurance billing, so a statement reaches the patient only after the insurance side is finished and the balance is checked.

The Collections Journey

The Patient Collections Journey (Early-Out to Escalation)

We follow a structured, patient-first collections path rather than jumping straight to aggressive recovery tactics:

  1. 01 Insurance Adjudication
  2. 02 Patient Statement
  3. 03 Reminder Sequence
  4. 04 Payment Plan Offer
  5. 05 Early-Out Collections
  6. 06 Bad Debt Review
  7. 07 Third-Party Collections (if approved)

We manage each stage from statement through early-out collections. Bad debt review and third-party placement follow your organization's policies and need your approval.

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Payment Options

Flexible Patient Payment Plans

Many patients would rather pay a large balance in smaller amounts. We set up payment plans within the terms you approve and follow up on missed payments.

Why Outsource

Benefits of Outsourcing Patient Collections

When providers choose to outsource patient collections to a billing company, they get the following benefits:

  • Less statement and phone work for your front desk
  • Balances checked before patients see them
  • Payment plans and follow-up handled within your policies
  • Work done inside your existing EHR/PM system; you keep ownership of your data
  • HIPAA compliant, with HIPAA-trained staff
  • Reports by payer, provider, location and CPT
For Patients

Patient-Friendly Billing

Patients want bills they can understand and pay easily. We write statements in plain language and make it clear what was billed, what insurance paid and what's left.

Our Process

Our Patient Billing & Collections Process Includes

Nine steps, from checking patient data to tracking open balances.

  1. 01

    Patient Data & Charge Validation

    We check patient demographics and charges before any statement is created.

  2. 02

    Patient Statement Generation

    Generate clear and detailed patient statements outlining charges, payments, adjustments, and remaining balances.

  3. 03

    Timely Statement Delivery

    Statements go out once the balance is checked, so patients have time to plan their payment.

  4. 04

    Proactive Patient Follow-Ups

    We follow up with reminders about balances that are still open.

  5. 05

    Self-Pay and Balance Billing Management

    We handle this work in line with applicable federal and state rules, including No Surprises Act requirements where they apply (see the good faith estimate note above).

  6. 06

    Flexible Patient Payment Plans

    To support patients with financial constraints, we offer customized patient payment plans.

  7. 07

    Payment Posting and Account Updates

    Patient payments are posted to the account so the next statement shows the right balance.

  8. 08

    Balance Monitoring and Reporting

    We track open balances and report on them by provider and location, so you can see trends.

  9. 09

    Quality Checks

    We review our own work and fix the causes of statement errors when we find them.

Four Foundations

How We Reach Patients, Take Payments, and Stay Compliant

How we reach patients, how they pay, help for patients who need it, and the rules we follow.

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  1. 01

    Reaching Patients However They Actually Communicate

    We contact patients through the channels your practice already uses, such as paper statements and phone calls, and we honor each patient's communication preferences and opt-outs.

  2. 02

    Payment Should Never Be the Obstacle

    Patients pay faster when paying is easy. Patients can pay using the payment options your practice offers. We help make those options clear on every statement.

  3. 03

    Financial Assistance for Patients Who Need It

    For hospitals, health systems and larger groups, we bill in line with your financial assistance policy, including charity care, hardship and discount rules you set. For tax-exempt hospitals this is a federal requirement: they must have a written financial assistance policy and tell patients about it on billing statements (26 CFR 1.501(r)-4).

  4. 04

    Compliance Isn't an Afterthought. It's the Foundation

    We follow HIPAA privacy rules, the Fair Debt Collection Practices Act and Regulation F where they apply to third-party collection, and state debt collection laws. We record communication preferences and keep records of patient contacts.

Talk to Us About Patient Billing

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Related

Related Services

Payment Posting

Insurance payments posted first, so patient balances are right.

Specialties We Handle Patient Billing For

Urology Billing ENT Billing Pain Management Billing

We also bill for cardiology, orthopedics, OB/GYN, neurology and psychiatry. Don't see yours? Ask us.

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FAQs

Frequently Asked Questions

Common patient billing and collections questions we hear from healthcare providers.

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More questions? See our FAQ
What are Patient Billing & Collections Services?

Patient Billing & Collections Services handle the patient side of billing after insurance has paid: statements, payments, reminders, payment plans and follow-up on unpaid balances.

Why are billing and collections important for healthcare providers?

Clear statements and steady follow-up help patients pay what they owe, keep bad debt down and free your staff to focus on care.

How do Patient Billing Services work?

These services typically include insurance verification, charge entry, claim submission, payment posting, patient invoicing, follow-ups, and reporting. They cover the financial process from treatment to final payment.

What is included in medical collections services?

Medical collections services involve tracking unpaid balances, sending reminders, negotiating payment plans, and, if necessary, escalating overdue accounts to collections agencies while maintaining compliance with healthcare regulations.

How can outsourcing billing and collections benefit healthcare practices?

Outsourcing takes statement work and patient calls off your staff. You keep control of the policies, such as payment plan terms and when an account goes to collections.

Improve Patient Collections

Hand Off Your Patient Statements

Book a free consultation to see how we'd handle your patient balances.

Book a Free Consultation Call +1 (307) 443-4766

Prefer to write? Send your patient billing questions to info@medixcode.com, or use our contact page.