Outsourced Medical Billing Onboarding Process
From discovery to go-live and ongoing optimization, CoMed follows a structured onboarding process designed to reduce disruption, improve visibility, and accelerate revenue cycle performance.
Clear Timeline
Know what happens at each stage.
Low Disruption
Transition without interrupting care.
Data-Driven Start
Baseline KPIs from the beginning.
Step 1
Discovery & Practice Assessment
CoMed starts by understanding your practice, specialty, billing challenges, current workflow, payer mix, and revenue goals.
- Review current billing process
- Identify performance gaps
- Define collections, A/R, and denial goals
Step 2
Proposal, Scope & Agreement
The service scope is confirmed so both sides understand responsibilities, timelines, fees, reporting expectations, and compliance requirements.
- Finalize service model
- Confirm pricing and expectations
- Execute agreement and BAA if applicable
Step 3
Client Intake & Documentation
CoMed collects the information needed to begin onboarding, including provider, payer, system, workflow, and contact details.
- Complete onboarding questionnaire
- Collect provider and payer details
- Identify key contacts
Step 4
System Access & Setup
Access is established for the practice management system, clearinghouse, payer portals, EHR, reporting tools, and communication channels.
- Set up user access
- Verify permissions and security
- Confirm communication channels
Step 5
Data Review & Baseline Audit
CoMed reviews historical billing data to establish baseline performance and identify immediate revenue recovery opportunities.
- Review A/R aging
- Review denial trends
- Review payment posting patterns
Step 6
Workflow Mapping & Transition Plan
Current workflows are mapped and transitioned into a structured CoMed process for claims, payments, denials, A/R, and reporting.
- Map charge and claim flow
- Define denial workflows
- Create transition timeline
Step 7
Credentialing & Payer Readiness Review
Provider enrollment, payer participation, CAQH, and credentialing gaps are reviewed to reduce preventable billing delays.
- Verify payer enrollment
- Review CAQH records
- Identify credentialing risks
Step 8
Go-Live Preparation
Before launch, CoMed confirms system access, workflows, task ownership, reporting cadence, escalation contacts, and success criteria.
- Confirm go-live checklist
- Validate test workflows
- Finalize reporting schedule
Step 9
Go-Live & Initial Billing Support
CoMed begins active billing support, claim submission, payment posting, denial follow-up, and A/R management based on the agreed scope.
- Begin active RCM workflow
- Monitor claims and payer responses
- Resolve early issues quickly
Step 10
First 30-Day Monitoring
The first month focuses on close monitoring, issue resolution, payer response tracking, and workflow refinement.
- Track early KPIs
- Review rejections and denials
- Hold first performance review
Step 11
Monthly Reporting & Optimization
CoMed provides ongoing visibility into collections, denials, A/R, payer performance, and workflow improvement opportunities.
- Review KPI dashboard
- Recommend improvements
- Prioritize recovery actions
Step 12
Ongoing RCM Partnership
After onboarding, CoMed continues as a performance-focused RCM partner helping the practice improve revenue cycle outcomes over time.
- Maintain communication
- Continue A/R and denial follow-up
- Support scalable growth
What Your Practice Should Prepare Before Go-Live
- Practice management system and EHR access
- Clearinghouse and payer portal access
- Provider and payer enrollment details
- Current A/R aging and denial reports
- Billing contact list and escalation contacts
- Existing billing SOPs, fee schedules, and workflows
Recommended Timeline
Typical onboarding window: 2–4 weeks depending on system access, data readiness, credentialing needs, payer setup, and workflow complexity.
Best practice: Complete access, intake forms, and baseline reports as early as possible to prevent go-live delays.
