How it runs for clinical laboratories
LedgerBPO ties all three to the ledger monthly, works client and patient balances under your brand through our DunningDesk cadence and BillingLine desk, and reports the trend by stream. Claims follow-up stays with your billing team; the aging and the non-payer balances stay with us.
What is accounts receivable outsourcing?
Accounts receivable outsourcing means a remote team manages the money your customers owe you: tracking invoices from issue to payment, sending statements and reminders, logging disputes, and reporting aging and days sales outstanding. The provider works inside your accounting software under your brand. You keep the customer relationship and decide on credits, holds and escalations.
What we handle for clinical laboratories
- Third-party, client-bill and patient AR aged separately and reconciled to billing-system totals
- Client invoices followed up by email and phone on a fixed cadence with a promise-to-pay log
- Patient statements and reminders sent under your brand with approved wording
- Claims approaching timely-filing limits flagged on the aging for your billing team
- Weekly AR summary listing the largest open client and patient balances
The KPI that matters here
Every client-bill balance over 60 days carries a documented follow-up action, reviewed weekly.
Clinical labs compliance notes
CLIA
Every lab that tests human specimens must hold a CLIA certificate matched to the complexity of its testing, renewed on a two-year cycle with fees based on test volume. We record certificate fees, proficiency-testing subscriptions and inspection-related costs as compliance expenses and keep renewal dates on the close calendar. Certification and inspection readiness stay with your lab director.
Payer rules and PAMA
Medicare pays lab tests from the Clinical Laboratory Fee Schedule, commercial payers pay contract rates, and both apply medical-necessity and frequency rules that produce denials. PAMA private-payer rate reporting also falls on applicable labs in reporting years. We keep revenue, adjustments and denials in separate accounts so your billing team and CPA can see each effect.
HIPAA
Remittances, client invoices and LIS exports carry patient identifiers and test names. Our staff are HIPAA-trained, we sign a BAA, all access is logged with MFA, and exports are handled inside your systems and our portal rather than on local drives.
Anti-kickback and EKRA
The federal Anti-Kickback Statute and the Eliminating Kickbacks in Recovery Act restrict how labs pay marketers and how they price or discount services for referral sources. We record sales compensation and client discounts exactly as your compliance counsel has approved them, and flag any arrangement that looks volume-based so it can be reviewed. We do not give legal advice.
Clinical labs software we work in
- QuickBooks Online
- Sage Intacct
- Bill.com
- ADP
- LIS exports (Orchard, Sunquest, SCC Soft)
- XIFIN
- TELCOR
- All 50 platforms
More for clinical laboratories
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Accounts receivable in other industries
Frequently asked questions
Do you chase Medicare or commercial payers for unpaid lab claims?
No. Claim status, denials and appeals stay with your billing team or SS Support Network's laboratory billing service. Our AR work reconciles third-party AR from the billing system to the ledger, flags claims nearing timely-filing deadlines, and reports the trend so the claims team and the books use the same numbers. Client and patient follow-up is ours.
How do you follow up physician-office clients without harming the relationship?
Calmly and on a schedule. A statement goes out with the invoice, a reminder follows at an agreed interval, and a courteous call comes after that, all under your name. Agents can answer line-item questions from the accession list, which resolves most delays. Nothing is threatened, nothing is sent to a collection agency by us, and the log shows every contact.
How are credit balances and refunds handled?
Overpayments from payers, clients and patients are identified on the monthly reconciliation and listed for your billing manager, since Medicare overpayments have to be reported and returned within the 60-day rule. We prepare the refund list and the journal entries; you approve and release refunds from your own bank or portal. We never move money.
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