Efficient medical billing and coding is the backbone of healthy practice. Whether you are a small specialty office or a growing multi-location group, the key to a strong revenue cycle lies in your workflow discipline, communication, and coordination between staff and medical billing and coding professionals.
At Comprehensive Physician Consulting (CPC), we have helped countless practices streamline their billing process — combining structure, accountability, and collaboration to achieve faster reimbursements and fewer denials. Here are the seven essential keys to success in medical billing and coding, and how outsourcing to CPC can make it all more manageable and profitable.
1. Submit All Payments Promptly
Timely payment submission is essential for accurate reporting and reconciliation.
- All patient payments collected in the office should be submitted to your billing team by the end of each day.
- Any insurance payments received in-office must be sent to billing no later than the end of each week.
Our outsourced billing process makes this easy — CPC provides secure upload channels (eBridge, Shared point, encrypted email, or integrated EMR access) so payments are processed daily. This ensures your books stay accurate and your deposits are reconciled without delay.
2. Maintain Daily Billing Communication
Smooth communication between your office and your billing specialists is vital. Each day, all payment documentation should be transmitted securely to your billing team via a secure portal billing portal. CPC’s team verifies postings, tracks adjustments, and immediately flags discrepancies.
This daily workflow keeps accounts current and prevents last-minute reconciliations at month’s end — creating a more predictable and profitable cash flow.
3. Verify Patient Demographics and Insurance Accurately
Front desk accuracy is the foundation of clean claims. Your staff plays a critical role by verifying:
- Demographic details (name, date of birth, address)
- Insurance card updates at every visit
- Eligibility and plan accuracy before services are rendered.
When your office captures accurate data, CPC can process claims faster — avoiding denials for outdated information and ensuring first-pass acceptance from insurance payers.
4. Communicate with Billing Immediately When Issues Arise
Quick communication means faster resolutions. While monthly billing meetings with the physician owners, management and billing department are necessary, there can still be additional billing questions that need immediate attention.
If there is any uncertainty about bundling codes for surgery, modifiers, or medical coding, your team can reach CPC instantly via Microsoft Teams, phone, or shared task channels.
This direct communication loop prevents claim delays, reduces backlogs, and ensures billing questions are addressed in real time — not weeks later.
5. Ensure Same-Day Claim Completion
Ideally, all billing claims in your medical office should be completed and ready for submission the same day the patient is seen. If an issue arises, send it to CPC’s medical billing and coding team within 48 hours along with the provider’s signature.
With CPC’s timely filing workflows, we track and escalate pending claims automatically, helping practices stay within payer deadlines and maintain a smooth reimbursement rhythm. This process also minimizes “lost charges” — one of the most common revenue leaks in smaller practices.
6. Always Collect Co-Pays at Time of Service
- Co-pays should be collected at the time of the visit — no exceptions.
- Medical offices should you the Cigna, PEAR, Availity, Novitasphere, Navinet portals.
By collecting these balances upfront, your practice reduces statements, follow-up calls, and outstanding receivables — improving profitability and patient satisfaction.
7. Address Patient Balances Promptly
Front desk teams should be trained to read notes on outstanding patient balances and assist with patient collections. Timely collection prevents accounts from aging into difficult-to-collect balances and keeps A/R ratios healthy.
CPC’s medical billing and coding team provides customized balance aging reports to help staff understand and explain to patients why they have a balance.
How Outsourced Medical Billing and Coding Makes the Revenue Cycle More Manageable
Outsourcing your medical billing and coding to a trusted partner like Comprehensive Physician Consulting transforms your internal process from reactive to initiative-taking.
Here is how:
- Centralized communication between your front office and CPC ensures all data flows seamlessly from patient check-in to final payment.
- Transparent reporting dashboards allow you to see daily revenue, aging trends, and payer activity — giving you full visibility and control.
- Resolute account managers monitor denials, payer updates, and compliance issues, so your team can focus on patient care.
- Streamlined daily uploads and secure payment submissions simplify coordination and reduce administrative stress.
The result? A cleaner, faster, and more profitable revenue cycle — with fewer denials, fewer delays, and a more predictable cash flow.
Building a Stronger Revenue Partnership
Partnering with an experienced billing team like Comprehensive Physician Consulting improves accuracy, compliance, and profitability. At CPC, we do not just manage your billing — we partner with your team to strengthen every step of your process. From staff training to performance tracking, our approach ensures every claim, every payment, and every patient interaction contributes to your financial success.
When your team and CPC work together, efficiency becomes culture — and profitability becomes routine.
Comprehensive Physician Consulting
Empowering Independent Practices. Enhancing Performance.
📞856-888-7796 🌐 www.cpcnj.com
