Switching billing companies: the day-by-day plan

Long enough for the parallel run to prove the new process matches the old one, and no longer. The limiting step is usually access: how quickly users can be created in your systems and how fast payers process any ERA re-enrollment. The written review gives you a timeline for your practice.

No. The whole point of the parallel run is that the current process keeps working until the new one is proven. Nobody stops billing on a handover day.

Usually not. Your enrollment, tax ID and pay-to details are yours and do not change. The exception is ERA and EFT routing: if remittances were going to a clearinghouse account in the old company's name, they have to be re-enrolled to yours.

Then claims and remittances have been flowing through their account, and you need your own. We set one up with the clearinghouse your PM system supports, enroll the payers for ERA, and keep the old account open only until the last remittances for claims in flight have arrived.

No. Your biller works inside the practice management system, EHR and clearinghouse you already use. If the old company billed from their own system, your claim history and open balances are your data, and they move out of that system into your own software. That move is between you and the old company; your biller helps you plan it, and nothing is moved into Remitwright.

Notice periods vary by contract, so read yours first: the notice clause, what happens to claims in flight, and any run-out or data fees. The review can start now, because it needs no access and no notice. If you decide to switch, the parallel run is planned around your notice date, so the new process is proven while the old company works out its notice, and go-live is called when the reconciliation matches.

Whoever you chose before you gave notice, and it is written down. The old company may run out the claims it submitted, usually for a fee; we can take the old A/R as a project after a recoverability assessment; or your own staff keep it. Either way the cut-off is a date of service, and the old A/R sits on its own line in the weekly report so old money and new money are never mixed.

Three things. Sign the business associate agreement, because nothing is looked at before that. Create the user accounts in your practice management system, EHR and payer portals from the access list we send, with MFA on. And give us the clearinghouse login or set up an account in your name if the old company owned it. Everything else on the plan is done by your biller inside your systems.

Yes, and the plan runs the same way in reverse. Your data never left your systems, so there is nothing to migrate; the documented process and payer notes are handed to your new hire during a parallel run; and access is removed on the date you set. Exit terms are written into the quote, so read them before you decide either way.