How it works

How outsourced medical billing works with a dedicated biller

Outsourced medical billing with Remitwright works in five stages: a written review of your billing, access and a signed BAA, a parallel run alongside your current process, go-live with a named, dedicated biller owning your queue, and a one-page report every week. Nothing moves out of your systems at any stage.

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Last reviewed November 3, 2026 by the Remitwright billing team. Editorial policy

The stages

The five stages

Each stage says what we do, what you do and what you get. Durations are set in your written review, not on a public table.

Stage 01
Review
What we do
Read your aging by bucket, your denial reasons and your payer mix. Tell you in writing which stage the money is leaving from and what we would do first.
What you do
Three answers in the form and, if you have them, an aging report and a denial report. No patient data.
What you get
A written review and a quote that says what is in scope.
Stage 02
Access and BAA
What we do
Sign a business associate agreement. Tell you exactly which users to create and with which roles. Set up MFA on every login.
What you do
Create role-based users in your PM system, EHR, clearinghouse and payer portals. Share contracts and fee schedules.
What you get
A signed BAA, an access list you control, and a biller who can see your queue.
Stage 03
Parallel run
What we do
Work alongside whoever bills today. Reconcile what goes out against what you expect. Build the scrubber rules and payer notes for your practice.
What you do
Keep billing as you do now. Answer questions about payer quirks and past decisions.
What you get
Proof, before go-live, that the new process matches or beats the old one.
Stage 04
Go-live
What we do
Take the queue: charges, claims, posting, denials, follow-up. Start the old A/R plan on its own line.
What you do
Sign notes, answer coding queries, make the write-off and patient-balance decisions we raise.
What you get
One named owner for every open claim.
Stage 05
Weekly reporting
What we do
Send the one-page report every week and the monthly review with commentary. Raise exceptions between reports when something moves.
What you do
Five minutes to read it, and a reply by email when a decision is needed.
What you get
Charges, claims, payments, denials, aging and actions, every week, in plain language.

The switching plan, step by step Every line of the weekly report

Your billing team

Four roles on every account

These are the roles. The people who hold them for your practice are introduced to you by name before go-live, and stay on your report.

Dedicated biller
Each week
- Enters and reconciles charges
- Submits claims and fixes rejections
- Posts remittances
- Works denials and follow-up
- Writes your weekly report
How to reach them
Direct email, answered by the person working your claims. Named on every report.
Cover biller
Each week
- Knows your account and your payers
- Steps in during leave or sickness
- Reviews the queue with your biller
How to reach them
Named on your report. Contact details shared before any handover.
Coding reviewer
Each week
- Samples coded encounters against notes
- Raises compliant clinician queries
- Keeps the NCCI and payer-policy edits current
- Writes coding feedback for each clinician
How to reach them
Through your biller, or directly for coding questions.
Account lead
Each week
- Owns the result, not just the tasks
- Reviews the weekly report before it goes
- Runs the monthly review with you
- Escalation point for anything stuck
How to reach them
By email, directly, and through the monthly review.

More about the team

Remote delivery

Every stage runs remotely, inside your systems

Your biller works remotely as a user you create in your own systems, under a signed business associate agreement and with multi-factor authentication on every login. Remote medical billing services walks through the access model and its safeguards, and how to hire a medical biller sets a dedicated biller beside an employee you hire.

BAA signed before any access
A user you create and can remove
MFA on every login that supports it
Patient data stays in your systems

How access works

What we need from you

A signed business associate agreement, which we send first.
Role-based users for your biller in your practice management system, EHR, clearinghouse and the payer portals you use, with MFA on.
Copies of your payer contracts and fee schedules, so posting can check what you were paid against what was agreed.
Signed clinical notes within a reasonable time of the visit, and answers to coding queries when a note does not support a code.
Decisions when we raise them: write-offs, patient balances, appeals that need a clinician.
Five minutes a week to read the report.

What stays with you

Scheduling, check-in and collecting copays at the desk.
Clinical documentation and the coding decisions only a clinician can make.
Decisions on write-offs, patient balances and whether anything ever goes to a collection agency.
Your systems, your data and your logins. We are users in them, not owners of them.

What we do not do

No on-site staff, courier pickup of paper or in-person training. Everything is remote, inside your systems.
No clinical documentation and no legal advice. We will tell you when a question needs your counsel.
No pooled or shared queues. Your account has a named biller and named cover.
No exports of your data to our systems. The work happens where the data already lives.

Questions

Before you start

Still deciding?

If your question is not here, add it as a note in the review and a billing specialist replies in writing.

Get a billing review

Or write to sales@remitwright.com

Timing and fit

How long does it take to go live?

It depends on how quickly access can be set up and how long the parallel run needs to prove the match. The written review gives you a timeline for your practice; the switching plan lists what happens at each step.

How do we know whether outsourcing is right for us at all?

Read outsourced medical billing, explained first: it says when a dedicated biller fixes the problem and when the problem sits upstream of billing. If you are about to post a job instead, how to hire a medical biller puts the hire and the dedicated biller side by side.

Do we need to be in the same state as you?

No. Every service is delivered remotely, inside your own systems. Remitwright serves practices in every state remotely and works the payer rules of the state you bill in. Remote medical billing services explains the access model, the BAA and what a remote biller cannot do.

Access and your data

Who owns the logins?

You do. Your biller works as a user you create in your practice management system, EHR, clearinghouse and payer portals. You can see what they do and remove the access at any time.

Where does the work on our data happen?

Your biller works in the software you already run, as a user you create and can remove, and every action is logged under that user. We do not take exports of claim data into systems of our own. The security page sets out the business associate agreement and each safeguard.

Working with your biller

What happens if our biller is away or leaves?

The cover biller, who already knows your account, steps in. The documented process and the payer notes live with your account, not in one person's head, so nothing is lost in a handover.

Can we talk to the biller directly?

Yes. Your biller is named on every report with a direct email address. There is no ticket queue between you and the person working your claims.

How outsourced medical billing works with a dedicated biller

The five stages

Review

Access and BAA

Parallel run

Go-live

Weekly reporting

Four roles on every account

Dedicated biller

Cover biller

Coding reviewer

Account lead

Every stage runs remotely, inside your systems

What we need from you

What stays with you

What we do not do

Before you start

Timing and fit

How long does it take to go live?

How do we know whether outsourcing is right for us at all?

Do we need to be in the same state as you?

Access and your data

Who owns the logins?

Where does the work on our data happen?

Working with your biller

What happens if our biller is away or leaves?

Can we talk to the biller directly?

Start with the review.

Get a billing review

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