How it works
How Onboarding Works: Switching to Resilience Billing
Switching billing companies is the moment practices worry about most. Our onboarding is sequenced so credentialing is reviewed and open accounts and old A/R are handled before the first claim goes out, and revenue keeps moving.
- Credentialing and CAQH checked first
- Old A/R worked alongside new claims
- Most practices live within a few weeks
Why the order matters when you switch billing companies
Most revenue problems during a transition come from steps skipped at the start. A clinician whose CAQH profile lapsed produces denials for every session until it is fixed. A patient account with the wrong plan on file produces a denial and a confused statement. An ERA enrollment left under the previous biller’s account means remittances go somewhere you cannot see. We check each of these before we submit a claim, so the first weekly cycle pays.
Credentialing, accounts, and A/R before the first claim
Onboarding begins with a thorough review of each clinician’s credentialing status: CAQH attestation, payer enrollments and effective dates, Type 2 NPI linkage for group practices, and any re-credentialing that is due. Where an enrollment is missing, lapsed, or out of date, we notify you of the problem and tell you which payers can and cannot be billed until it is resolved. Updates or new applications can be processed under our credentialing fee structure while the rest of onboarding continues.
Next, patient accounts are audited and corrected so that demographics, insurance, and authorizations are right. Then we assess accounts receivable with insurance companies. Old claims are sorted by payer and timely filing deadline, and the ones that can still be recovered are corrected, resubmitted, or appealed through the same denial management process we use for current claims. Recovering old A/R is often the first visible result of switching.
Access, clearinghouse, and ERA/EFT setup
Our billers are added as users in your EHR; we work inside the system you already use rather than exporting your data. TherapyNotes is the platform we know best, and we also work in Tebra (formerly Kareo) and SimplePractice. Clearinghouse connections are confirmed, and ERA and EFT enrollments are set up so payments post electronically and reconcile to your deposits. If benefits verification has not been done for active patients, it is done now.
What the practice provides
- Access to your EHR or practice management system
- A list of clinicians with NPIs, licenses, CAQH logins, and current payer enrollments
- Payer portal access, upon request
- Your fee schedule and payer contracts, if you have them
- Recent aging and denial reports from your previous biller, if they exist
- A decision on who we talk to day to day: the owner, an office manager, or both
If some of these do not exist yet, building them is part of onboarding and of the practice consulting we do with new clients.
Working with your existing front office
Every practice has a different front office. Some have an experienced office manager who handles scheduling, intake, and collections at the window and needs a billing specialist behind them. Others are a single clinician who would rather never see a claim form. During onboarding we map who does what, decide where hand-offs happen, and write it down. Sometimes we work directly with the provider; sometimes we work closely alongside existing front-office staff. Either way, you have a named biller and a backup, and we favor phone and Zoom over automated emails.
Timeline
Most practices are live within a few weeks. Credentialing updates and ERA enrollments are usually the pacing items; everything else moves at the speed we receive access and information. We serve practices nationwide, with the exception of New York and New Jersey. Ready to start? Request a consultation, or read the FAQ first.
Onboarding
What happens, in order
The sequence matters. Each step removes a reason a claim would deny before we submit anything on your behalf.
- 1
Consultation
A call with the billing team about your payer mix, EHR, clinician count, front office, and where revenue is getting stuck. We tell you plainly whether we are the right fit.
- 2
Credentialing review
We review every clinician's credentialing status, including CAQH profiles, payer enrollments, and effective dates, and notify you of any credentialing problems before we take over. Updates or new applications can be processed under our credentialing fee structure.
- 3
Patient account audit
Patient accounts are audited and corrected: demographics, insurance on file, authorizations, and balances, so the first claims and statements are right.
- 4
A/R assessment and clean-up
Outstanding accounts receivable with insurance companies is assessed, prioritized by payer and timely filing deadline, and worked. Old claims are corrected, resubmitted, or appealed.
- 5
EHR access and payer setup
Our billers are added as users in your EHR. Clearinghouse connections, ERA and EFT enrollments, and payer portals are set up or confirmed so remittances arrive electronically.
- 6
First claim cycle
Signed notes become scrubbed claims on the first weekly submission. Rejections are corrected the same week.
- 7
Weekly rhythm
Every week: claims out, payments posted, denials worked, patient statements sent after adjudication, and coding questions answered, with regular communication by phone or Zoom about how your accounts are performing.