How To Improve Medical Billing Efficiency

Healthcare professionals go into the field to help people, but many quickly realize that running a practice is just as demanding as patient care. Keeping a practice operating requires steady revenue to cover staff, equipment, and space—all of which rely on an efficient billing process.

Medical billing ensures that services are correctly documented, coded, and submitted for reimbursement. However, as many as 80% of medical bills contain errors, leading to delayed payments, denied claims, and extra administrative work.

Improving billing efficiency is essential for providers who want to maintain financial stability while focusing on patient care. Learn how to simplify medical billing for faster reimbursements and fewer claim denials and how medical practice funding from Chello provides a financial safety net when cash flow slows.

Verify Patient Info Before Every Visit

Missing or inaccurate patient information is among the top three reasons for claim denials. Insurance companies reject claims over simple mistakes—misspelled names, incorrect policy numbers, or outdated coverage—forcing staff to spend hours on corrections and resubmissions. 

To prevent these issues, check and confirm the following before appointments: 

• Active insurance coverage to avoid billing a terminated plan.
• Correct policy number and group ID to prevent claim rejection.
• Accurate patient name and date of birth to match insurer records.
• Required referrals or prior authorizations to avoid unpaid services.
• Outstanding balances or copays to collect payments on time.

Consider using automated tools like a fully integrated EHR system to handle these tasks.

Submit Claims As Soon as Possible

The average hospital denial rate falls between 6% and 13%, which is already a concern. Slow claim submission can increase this rate by causing backlogs and missed deadlines. Try these steps to speed up submission:

• Use electronic claims processing to avoid mail delays
• Submit claims daily instead of batching them weekly
• Double-check coding accuracy before sending to prevent rejections
• Track outstanding claims and resubmit any that go unanswered
• Set up automated reminders for approaching filing deadlines

Promptly sending claims reduces the chances of denials and keeps revenue flowing without unnecessary delays. AI-driven billing and insurance tools can help you submit electronic claims faster, flag potential errors before submission, and see reimbursements in real time.

Track Unpaid Claims and Follow Up Fast

Submitting claims quickly keeps revenue moving, but unpaid balances can go unnoticed without a system to track payments. Missing claims, delayed reimbursements, and outstanding patient bills add up fast, creating financial strain. Stay on top of outstanding claims by:

• Monitoring claim statuses regularly to catch delays or denials.
• Setting up alerts for claims that remain unpaid past a certain timeframe.
• Contact insurers promptly to address rejections or processing issues.
• Keeping detailed records of claim submissions, follow-ups, and responses.
• Appealing denied claims quickly to avoid missing deadlines.

Tracking unpaid bills closely makes it easier to follow up, fix errors, and collect what’s owed. When insurers delay payments, a financial buffer like Chello’s credit lines for medical practices keeps payroll and expenses covered while you wait.

Keep Coding Simple and Accurate

Coding errors are one of the biggest reasons for claim denials, costing hospitals 3% to 5% of their annual revenue—adding up to $125 billion in lost payments. Inaccurate, incomplete, or overly complex coding leads to rejected claims, delayed reimbursements, and time-consuming corrections. To avoid coding mistakes, your practice should:

• Use the most current CPT, HCPCS, and ICD-10 codes.
• Train staff regularly on common coding errors and updates.
• Keep documentation clear and detailed to support coded services.
• Run claims through coding software to catch inconsistencies.
• Audit denied claims to spot recurring coding issues.

Even with the best coding practices, updates or documentation changes can cause claim delays and impact revenue. A medical practice credit line provides access to funds when needed, whether for payroll, equipment, or covering expenses while waiting for reimbursements.

Make Patient Payments More Convenient

Complicated billing processes slow down collections and leave patient balances unpaid for longer. Research indicates that 62% of patients prefer paying through portals, and 51% want text reminders that prompt them to pay their bills faster. Here are a few ideas for making payments more accessible and reducing outstanding balances:

• Offer a patient portal with online bill pay.
• Implement text-to-pay options, preferred by nearly 10% of patients.
• Provide clear, upfront estimates so patients know what to expect.
• Accept multiple payment methods, including digital wallets and auto-pay.

A more flexible billing approach helps patients settle balances faster, reducing the time and effort spent on collections.

Get Peace of Mind With Chello

Even with the best billing practices, delays and denials are inevitable. Whether it’s an insurance holdup, coding adjustment, or patient balance lingering unpaid, revenue gaps can create stress for any practice. With Chello, your practice can access funds when insurance delays payments, keeping payroll, equipment, and expenses covered.

Chello offers a specialized medical credit line designed for practices like yours. With quick approval, customized limits, and weekly repayment, you can pay for essential upgrades, new staff, or extra space whenever needed. You also get access to a 90-day cash flow projection tool that helps you plan ahead and avoid financial shortfalls.

Sign up today to apply and get the financial support your practice needs to stay ahead.