--- title: "Accounts receivable management for medical practices & clinics" description: "Accounts receivable management for medical practices & clinics: outsourced accounts receivable: aging reviews, statements, dunning sequences, phone." url: https://ledgerbpo.com/industries/medical-practices/accounts-receivable/ updated: 2026-09-11 publisher: LedgerBPO (SS Support Network LLC) language: en-US --- # Accounts receivable management for medical practices & clinics Accounts receivable for medical practices & clinics is really two agings that behave differently: payer AR that ages by contract and patient AR that ages by household. Our HIPAA-trained agents work payer AR by aging bucket and denial reason, file corrected claims and appeals inside each payer's window, and escalate underpayments against the contracted fee schedule. - 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 medical practices and clinics Patient AR is worked through the DunningDesk cadence: statements, a courteous call under your practice's name, payment plans where you allow them, and a promise-to-pay log. Credit balances are aged alongside debits so refunds are not missed. You receive a weekly summary of what moved and what needs a decision. ## 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 medical practices and clinics - Work payer AR by aging bucket and denial reason with deadlines logged per payer - Compare payments to contracted fee schedules and pursue underpayments - Run patient statements, reminder calls and payment plans under your practice's name - Age credit balances alongside debits and queue refunds for approval - Deliver a weekly AR summary with actions taken and decisions needed ## The KPI that matters here No claim passes 45 days and no patient balance passes 60 days without a documented action and next step. ## Medical practices compliance notes ### HIPAA Claims, remittances and patient statements are protected health information. We sign a BAA, staff are HIPAA-trained, access to your practice-management system is role-limited with MFA, and ledger entries carry claim or batch numbers rather than patient names or diagnoses. ### Payer rules and timely filing Every payer contract sets timely-filing limits, appeal windows, coordination-of-benefits rules and refund procedures. Medicare allows 12 months from the date of service to file; many commercial payers allow less. We log deadlines per payer so unpaid claims are worked before they age out. ### Overpayment refunds Identified Medicare and Medicaid overpayments must be reported and returned within 60 days of identification under the Affordable Care Act. We age credit balances by payer, prepare refund batches for your approval, and document the dates so the practice can show it acted in time. ### Patient credit balances and unclaimed property Patient overpayments that go unrefunded may become reportable unclaimed property under state law after a dormancy period. We list patient credits monthly, prepare refunds for your approval, and keep records that support any state filing your counsel advises. ## Medical practices software we work in - [Kareo (Tebra)](https://ledgerbpo.com/software/kareo-tebra/) - [AdvancedMD](https://ledgerbpo.com/software/advancedmd/) - [QuickBooks Online](https://ledgerbpo.com/software/quickbooks-online/) - [Gusto](https://ledgerbpo.com/software/gusto/) - [Bill.com](https://ledgerbpo.com/software/bill-com/) - [Stripe](https://ledgerbpo.com/software/stripe/) - athenahealth - eClinicalWorks - [All 50 platforms](https://ledgerbpo.com/software/) ## More for medical practices and clinics Other services for medical practices - [Bookkeeping](https://ledgerbpo.com/industries/medical-practices/bookkeeping/) - [Invoicing and billing](https://ledgerbpo.com/industries/medical-practices/invoicing-and-billing/) - [Accounts payable](https://ledgerbpo.com/industries/medical-practices/accounts-payable/) - [Bank reconciliation](https://ledgerbpo.com/industries/medical-practices/bank-reconciliation/) - [Month-end close](https://ledgerbpo.com/industries/medical-practices/month-end-close/) - [Financial reporting](https://ledgerbpo.com/industries/medical-practices/financial-reporting/) - [All medical practices services](https://ledgerbpo.com/industries/medical-practices/) 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 ### How do you find underpayments? We load each payer's contracted fee schedule and compare the allowed amount on every ERA line to the contracted rate for that CPT code. Lines paid below contract are listed by payer with the variance and worked as appeals or reconsiderations. Practices are often surprised by how consistent small underpayments are once someone measures them. ### How do you speak to patients about balances? Calmly, under your practice's name, and with the assumption that the balance is a surprise rather than a refusal. Our agents explain what the insurer paid, what remains, and how to pay through the portal or a plan you have approved. We never describe ourselves as a collection agency, never take card numbers by phone, and log every promise to pay. ### What happens to old AR that cannot be collected? Claims past timely filing or appeal windows, and patient balances you decide not to pursue, are written off with a reason code so the aging reflects what is truly collectible. The write-off report by reason becomes a training tool: it shows whether the losses came from eligibility, coding, documentation or simply late work. 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/medical-practices/accounts-receivable/ · Contact: https://ledgerbpo.com/contact/ · Full site map for agents: https://ledgerbpo.com/llms.txt