Client background
A 12-person medical billing team tracked claims, payments, and denials across four Excel workbooks. Payer rules changed frequently, and staff re-keyed patient encounters into multiple files.
The challenge
Duplicate patient records
Same encounter appeared in billing and collections sheets with mismatched balances.
Slow denial follow-up
No single queue for denied claims — average resubmit time exceeded 18 days.
No audit trail
Managers could not see who changed claim status or when adjustments were made.
Our solution
We delivered a split Access application: encrypted backend on the office server, local front-ends per workstation, and VBA workflows for claim intake, payer rules, payment posting, and denial tasks. Dashboards show AR aging and collector workload in real time.
Results
40% reduction in claim rework within 90 days
Same-day AR dashboard replaced weekly manual reports
Full audit log on status and adjustment changes
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