--- title: "Accounts receivable management for clinical laboratories" description: "Accounts receivable management for clinical laboratories: outsourced accounts receivable: aging reviews, statements, dunning sequences, phone follow-up." url: https://ledgerbpo.com/industries/clinical-labs/accounts-receivable/ updated: 2026-09-11 publisher: LedgerBPO (SS Support Network LLC) language: en-US --- # Accounts receivable management for clinical laboratories Accounts receivable for clinical laboratories is really three books that need three different approaches. Third-party AR depends on claim status and denial work inside XIFIN or TELCOR. Client-bill AR from physician offices, facilities and employers depends on invoices going out on time and being followed up politely and persistently. Patient AR is many small balances that age fast. - Since 2020 - US · UK · CA · AU - Named accountant plus backup - Your software, no lock-in [Book a billing audit](https://ledgerbpo.com/book-a-call/?topic=billing-audit) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) Updated September 2026 ## 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](https://ledgerbpo.com/software/quickbooks-online/) - [Sage Intacct](https://ledgerbpo.com/software/sage-intacct/) - [Bill.com](https://ledgerbpo.com/software/bill-com/) - [ADP](https://ledgerbpo.com/software/adp/) - LIS exports (Orchard, Sunquest, SCC Soft) - XIFIN - TELCOR - [All 50 platforms](https://ledgerbpo.com/software/) ## More for clinical laboratories Other services for clinical labs - [Bookkeeping](https://ledgerbpo.com/industries/clinical-labs/bookkeeping/) - [Invoicing and billing](https://ledgerbpo.com/industries/clinical-labs/invoicing-and-billing/) - [Accounts payable](https://ledgerbpo.com/industries/clinical-labs/accounts-payable/) - [Bank reconciliation](https://ledgerbpo.com/industries/clinical-labs/bank-reconciliation/) - [Month-end close](https://ledgerbpo.com/industries/clinical-labs/month-end-close/) - [Financial reporting](https://ledgerbpo.com/industries/clinical-labs/financial-reporting/) - [All clinical labs services](https://ledgerbpo.com/industries/clinical-labs/) Accounts receivable in other industries - [Marketing agencies & consultancies](https://ledgerbpo.com/industries/agencies/accounts-receivable/) - [Auto repair shops & dealerships](https://ledgerbpo.com/industries/auto/accounts-receivable/) - [Behavioral health practices](https://ledgerbpo.com/industries/behavioral-health/accounts-receivable/) - [Daycares, schools & education](https://ledgerbpo.com/industries/childcare-education/accounts-receivable/) - [The full accounts receivable page](https://ledgerbpo.com/services/accounts-receivable/) ## 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. Next step ## Books closed. Invoices paid. Every month. Tell us what is going on with your books or billing. You will hear from a named person within 1 business day, with a custom quote and a plan for the first close. - Reply from a named person within 1 business day - No setup fee, month-to-month - Your software, your data, no lock-in Start with a custom quote [Book a billing audit](https://ledgerbpo.com/book-a-call/?topic=billing-audit) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) Or call [+1-657-777-0006](tel:+16577770006) during US, UK or Australian business hours. --- Source: https://ledgerbpo.com/industries/clinical-labs/accounts-receivable/ · Contact: https://ledgerbpo.com/contact/ · Full site map for agents: https://ledgerbpo.com/llms.txt