How we work
A four-phase engagement, built to compound. Every relationship starts with a Free Initial Review or a Diagnostic Preview application. Not a contract. We earn the next step.
Review
Week 1 · No fee · No commitment
Before we propose anything, we walk through your AR aging buckets, recent denial patterns, payer mix, and auth-lapse exposure in a 60-min call. We tell you what we'd address first. And what we'd leave alone.
Plan
Week 1-2 · Right-sized scope
Not every practice needs Full Service immediately. Some apply for our free Diagnostic Preview first (limited to 3 selections per month) to get an objective read on their data before committing. Some need a specific add-on (custom dashboard, FL Medicaid impact, payer mix strategy). We propose the product or add-on that maps to your actual problem. And explain the trade-offs of each.
Execute
Month 1 onward · Daily ops
Eligibility verification before every initial. Prior auth before sessions kick off. Claims submitted within 48 hours of service. Denials worked the same week they hit. AR followed up by aging bucket on a calendar, not a vibe.
Analyze
Continuous · Monthly review
Live Power BI dashboards built and maintained by us, accessible to you via secure link with your data filtered to your view. Daily refresh. Reviewed with you monthly in plain language: what shifted, why, and what to do about it. Your data is yours, with clean export anytime.
Built on the same Power BI templates we'd ship for an enterprise client. Sized down to what a boutique actually needs to see every week.
Top denial reasons by payer, by code, by provider. Cohort by month so you can see whether a fix actually held. Drill from chart to claim in two clicks.
0-30, 31-60, 61-90, 90+. Segmented by payer so you can see who's stalling and who's paying clean. Watch the 90+ bucket trend down month over month.
Billable vs documented vs scheduled hours per supervisor. Catches under-utilization, supervision-ratio drift, and documentation lag before they show up in denials.
Days-to-pay, denial rate, paid-per-unit, contractual vs actual. The view that makes payer-mix decisions and contract negotiations data-led instead of folklore-led.
Tools & systems
ABA practice management & EMR platforms we routinely operate inside. We don't ask you to migrate.
CentralReach
Office Puzzle
ABA Matrix
Raven Health
Therabill
SimplePractice
Power BI
Availity
Not listed? Ask. The answer is usually yes.
We'll show you what we'd actually do. On your data, in writing. Before you sign anything.