Getting Started

Here’s Exactly What You’ll Need to Do

A few steps on your side, then we take it from there. Most of the work is telling us where things live and who decides what.

Book a Free Consultation See the Context Checklist

What You Do

Six steps. None of them require switching systems.

Book a call

A free 30-minute call to learn about your agency, your payers, and where claims are getting stuck.

Sign the BAA

We sign a Business Associate Agreement before anyone on our team touches your systems or data.

Create logins for our team

Set up individual user accounts for each team member in your systems, with role-based access. No shared passwords.

Share recent denials and aging

Give us access to roughly the last 90 days of denials, rejections, and your aging report so we can triage.

Name a point of contact

One person on your side who can answer questions and approve decisions that need your sign-off.

Answer the context questions

Tell us where things live and how decisions get made, using the checklist below. We’ll go through it together.

Wondering how we protect access and data? See Security & Data Handling.

What We Do From There

Triage by deadline

We sort open claims by filing deadline and dollar value and start with the ones closest to timing out.

Correct and resubmit

Each claim goes the right way: replacement, void, new claim, or appeal. A person reviews every one before it’s submitted.

Fix root causes

We trace repeat denials back to the source, such as an authorization, a provider setup, or a modifier, and fix it there.

Report back

You get an emailed summary with no client data in it: what was denied, corrected, paid, and still open. Claim-level detail comes as an encrypted, password-protected ZIP attached to the email on the Business plan, or through the web portal on Enterprise.

Ravenswood Billing • [email protected] • +1 (602) 922-1925

Onboarding Context Checklist

Answer what you can. We’ll go through the rest together on the call.

Context We’ll Ask For

Where things live, where actions happen, and who approves what. This is how we work inside your setup instead of changing it.

Type your answers in the fields, then print or save as PDF. Or print it blank and fill it in by hand. Nobody has all of this ready upfront, so we walk through it together on the call.

About you

Agency name

Contact name

Date

Systems and access

Which practice management or EHR system do you use?

Where do session notes live?

Which clearinghouse do you submit through?

Which payer portals do you use (for example, Availity), and who holds the logins?

Where is your patient or family portal, and what can families see or pay there?

Where actions happen

Where do you submit corrected claims: the clearinghouse or the payer portal?

Where do ERAs and EOBs land?

Who posts patient payments, and where?

Where are authorization letters stored, and where are unit counts tracked?

Where do we update demographics or insurance information?

Rules and approvals

Who approves write-offs and adjustments?

What is your patient statement and collections policy?

Where can we find fee schedules and payer contracts?

Can you share your health plan provider agreements (especially Medicaid managed care plans)? We check them for offshore and data handling terms. Which plans, and where are the agreements kept?

What is the credentialing status of each BCBA and RBT?

Who answers clinical documentation questions?

Communication

What is your preferred secure channel? (Please no client information over plain email or text.)

How often do you want to meet?

How should we alert you about urgent filing deadlines?

Ready When You Are

Book a free 30-minute call. Bring whatever you have, and we’ll fill in the rest together.

Book a Free Consultation Security & Data Handling