The situation
Timed treatment units did not always reconcile with documented minutes, and plan-of-care certifications expired before renewal signatures were obtained.
Authorization balances lived in spreadsheets maintained differently at each clinic, making exhaustion visible only after a denial.
What we did
- 01
We aligned timed-unit coding rules with documentation templates and added pre-bill checks for minute-to-unit consistency.
- 02
A shared authorization tracker flagged remaining visits and plan-of-care expiration before the next appointment.
- 03
Existing denials were grouped by payer policy and appealed with complete notes, certifications and authorization histories.
The result
- — Documentation-related denials fell 49% across eight clinics.
- — $376K was recovered from appealable claims, and collections per visit rose 21%.
- — Days in A/R improved to 34 with one reporting standard across the network.
"The same controls now protect every clinic, without asking therapists to become billing specialists."