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How we work

How we actually work, day by day.

No black box. This is the playbook from first call to month six — every milestone, every cadence, every named person you'll talk to. If it looks different from your current billing operation, that is precisely the point.

21-day takeover · daily/weekly/monthly/quarterly rhythm · one named account lead.

15 min
fit call
48 hours
proposal turnaround
21 days
full takeover
< 4 hrs
email reply target
The first call

15 minutes. Six questions. If we're a fit, proposal in 48 hours. If not, we tell you directly.

Day 0
01Specialty & provider count

What you bill, who bills, and how many sets of hands are touching claims today.

02EHR & PM platform

Athena, AdvancedMD, eClinicalWorks, Kareo, DrChrono — we name the system and the integration shape.

03Monthly collections range

A working number, not a guess. Drives staffing, pricing model, and the takeover plan.

04AR > 90 days as % of total AR

Tells us how much money is stuck — and how fast we can pull it back in.

05Who runs billing today

In-house, outsourced, or a hybrid — and what the handoff actually has to look like.

06The one thing that frustrates most

We solve for that first. If we can't, we tell you in the next 48 hours.

Discovery & contract

One contract week. Nothing about your operation changes — except that we now have eyes on it.

Days 1–7 · Setup checklist
  • MSA signedD1
  • BAA signedD2
  • Read-only access to EHR, PM, and clearinghouseD3
  • Initial AR snapshot pulledD4
  • Kickoff with account lead, billing analyst, and credentialing leadD5
BAA is signed before any access. Read-only first; write access only after we've reconciled an opening AR snapshot.
Initial AR snapshot
Before we touch a claim, we baseline the practice — total AR, aging buckets, denial mix, and the top payers driving each.
AR aging · sampleUSD
0–30 days$184,200
31–60 days$54,800
61–90 days$22,400
90+ days$38,600
21-day takeover playbook

Switch in 21 days without losing a dollar. Three phases. Parallel ops. Old vendor offboards last.

Days 8–14
Audit & shadow

We audit your last 90 days of claims, denials, AR, and patient balances. Then we shadow your existing submission and posting flow so we see exactly how the work actually moves.

  • 90-day claim, denial, and AR audit
  • Shadow submission and posting flow
  • Top-payer denial mix and root-cause map
Days 15–21
Parallel operations

We submit new claims while your existing biller closes the backlog. Nothing falls through the transition — every claim is owned by someone every day.

  • Phorzen submits new claims
  • Outgoing biller works the backlog
  • Daily reconciliation across both teams
Days 22–28
Full handoff

Old vendor offboards, we run sole operations, and your first weekly operating report lands in your inbox. From here, the rhythm is ours.

  • Outgoing vendor closes out
  • Phorzen runs sole operations
  • First weekly operating report delivered
Operating cadence

One operating rhythm — daily, weekly, monthly, quarterly. Boring on purpose.

Daily cadence
24 hours
maximum charge-entry lag
Owner
•Billing analyst
•Eligibility team
The work that happens every business day, without anyone having to ask.

Daily cadence is the spine of clean RCM — the small set of things that, done every day, prevent the AR fires most practices fight monthly.

Charge entry within 24 hours of date of service
Eligibility verification 48 hours before scheduled visits
Claim submission every business day
Rejection work-down within 24 hours
ERA posting same day
Who's on your account

Three named people. Direct phone, direct email. No general inbox, no ticket queue.

Single point of contact
Account lead

Your day-to-day relationship. Direct phone and email. Owns the cadence, the reporting, and the answer to 'who do I call?'

Claims · denials · posting
Billing analyst

Lives inside your claims every day. Handles submissions, denials, payment posting, and the work-down of anything that gets stuck.

Enrollment · paneling
Credentialing lead

Owns enrollment, re-credentialing, paneling files, and the maddening payer back-and-forth. State-by-state expertise, not website estimates.

How we communicate

Reachable, on purpose. Four channels, one named person on the other end.

Direct phone line to your account lead

When you call, a human picks up. Not a queue, not a hold tune, not 'someone will get back to you.'

Phone
Email response target under 4 business hours

Inbound questions get a real answer — or a clear ETA — inside the same business afternoon.

< 4 hrs
Optional shared Slack channel

If your practice runs on Slack, we'll meet you there. Same response target, less email back-and-forth.

Slack
Monthly scheduled review plus ad hoc calls

Standing 30-minute review every month. Anything urgent in between, we get on a call — no scheduling theater.

Monthly
Start the playbook

15 minutes is all
we need to know.
Six questions. One honest answer.

Book a fit call or send your last 30 days of collections — we'll come back with a working plan, not a templated email.

48-hour proposal
Or a direct no — never a slow drift
No-fit, no-sell
We turn down practices we can't help
Refund guarantee
On credentialing engagements — in writing