One clinic adding capacity
Give an external team a defined claims or posting queue while the practice manager retains daily priorities and patient-facing policy.
Urgent care billing services for busy walk-in clinics
Keep the billing queue moving after the waiting room closes, with clear ownership of missing records and payer follow-up.
Actigy BPO provides urgent care billing services for US clinics, multi-location groups and billing companies. Dedicated staff reconcile walk-in encounters, prepare approved claims, post payments and follow up on denials and unpaid balances in existing systems. The service supports 24/7 administrative processing while your clinic retains clinical, coding and financial decisions.
Published · Last updated
Daily billing ownership for uneven visit volumes
Walk-in activity can grow faster than the time available to close the billing day. New patient records, missing coverage details, pending provider documentation and remittances compete for the same staff. Actigy BPO is a fit when your clinic needs an assigned billing operation that can follow the workload across evenings, weekends and multiple sites.
A multi-site operator
Reconcile each location's completed encounters and report exceptions centrally, without losing the responsible clinic or provider.
A billing company with overflow
Add production staff under your procedures and approval routes through the billing-company support model.
Reconcile each day's visits before adding more work
| Queue | Team responsibility | Clinic responsibility |
|---|---|---|
| Encounter completeness | Match the completed-visit list to approved billing records and flag missing or duplicate items. | Confirm encounter completion, clinical documentation and approved charges. |
| Registration and coverage gaps | Check required administrative fields, track unresolved eligibility questions and request corrections. | Resolve information unavailable from authorized systems and approve patient communication. |
| Claim preparation and submission | Apply approved procedures, track acknowledgements and separate rejected submissions from payer denials. | Approve coding rules and resolve clinical or contract questions. |
| Payment posting | Record approved remittance detail and reconcile posted amounts to the supplied payment record. | Approve exceptions, refunds and adjustments outside standing instructions. |
| Denials and unpaid balances | Work reason-specific payer queues with deadlines, contact evidence and next actions. | Retain clinical appeals, settlements and patient financial policy. |
A visit without a completed note is not ready for the same action as a claim rejected for a demographic error. The daily worklist distinguishes the blocker, person responsible and planned follow-up. The medical billing process guide helps define these handoffs before the pilot.
When front-end capacity is the bottleneck, scope insurance eligibility verification separately. For an existing denial queue, denial management services define the reason-level follow-up work.
Separate health-plan billing from employer accounts
If your clinic also provides occupational health services, the intake workflow must identify the agreed payer route. A contracted employer invoice, a workers' compensation claim and a health-plan claim may require different account details and follow-up instructions. The team uses your approved routing rules and flags unclear cases before sending them into the wrong queue.
The proposal identifies which employer accounts and claim types are included, who maintains contract terms and who resolves coverage disputes. Patient statements follow the clinic's approved balance and communication policy. Administrative staff do not determine clinical necessity or make a legal decision about claim responsibility.
Your EHR, practice management system, clearinghouse and payer portals remain the source environment. We test access and the actual encounter-to-claim workflow rather than asking you to buy a new urgent care platform. If you need only remittance capacity, compare the narrower payment posting service.
Plan 24/7 processing around clinic and payer availability
Actigy BPO provides 24/7 administrative services. An urgent care roster can cover after-hours queue preparation, posting and shift handovers while preserving a clear escalation route to your team. Payer calls happen during payer business hours, and unresolved clinical questions wait for an authorized clinic reviewer.
We can staff teams up to 100 people in total. The audit determines the actual staffing and coverage needed from visit volume, processing time, existing backlog and exceptions. That total capacity does not represent 100 staff on every shift or a promise of immediate availability.
Delivery teams are in Poland, Romania, Bulgaria and Ukraine. Approve processing locations, named accounts and role permissions before access to production records; see the security overview. Your clinic retains record ownership and the final billing policies.
Start with one location and a complete daily worklist
- Establish the baselineRecord daily encounters, unbilled items, rejected submissions, denied claims and unposted remittances separately.
- Test the handoverFollow a sample across a normal weekday and the coverage periods you need, including the next-action owner for unresolved items.
- Review accepted outputCompare completed work, accuracy and queue age before expanding to more sites.
The scorecard can track encounter reconciliation, time from a completed record to submission, posting accuracy and A/R movement by location and payer. Agree the start and stop events for each measure using the RCM KPI dictionary. The A/R aging guide supports a separate plan for older balances.
Our company-reported telehealth RCM case illustrates workflow repair and measurement. It is not an urgent care performance claim. Your pilot tests the proposed team against your clinic's volume and exception mix.
Get a quote for the operating queue you need
Share clinic count, monthly visits, system names, working hours, payer mix and the age of outstanding claims. Actigy BPO prices staffing per full-time equivalent (FTE) with supervision, quality review and coverage specified. Identify employer billing, patient communications and old A/R explicitly so they are not assumed to be included in a basic claims quote. Broader multi-specialty requirements belong in medical billing outsourcing.
Urgent care billing services: questions and answers
Can Actigy BPO support urgent care billing after clinic hours?
Yes. The agreed 24/7 administrative roster can cover record checks, claim preparation, posting and shift handovers outside clinic hours. Payer calls follow payer availability, and clinical or coding questions go to your authorized reviewer. The coverage plan names the owner of work that cannot be completed overnight rather than counting it as resolved.
Will we need to replace our urgent care EHR?
No new clinical platform is required by this service model. The audit reviews your EHR, practice management system, clearinghouse and payer access, then the pilot tests the actual workflow and reporting. Your clinic retains system ownership. Specific permissions and compatibility are confirmed before production work begins.
How do you handle missing charges from walk-in visits?
The team reconciles the approved completed-encounter list against the billing queue and records missing or inconsistent items. The clinic confirms whether documentation and charges are complete. Staff follow up with the designated owner and keep the exception visible until the next approved action is possible. They do not invent charges from an incomplete visit record.
Can occupational medicine and employer billing be included?
Yes, when those workstreams are explicitly scoped. Employer invoices, workers’ compensation claims and health-plan billing use the client’s approved routing and contract instructions. The clinic identifies the responsible account and resolves disputed coverage. The quote lists these queues separately so ordinary insurance claim processing does not conceal a different employer-billing workload.
Can we start with one clinic before expanding across locations?
Yes. A paid pilot can use one location or a bounded claims queue. We establish an opening inventory, agree measures for accepted work and test handover and escalation procedures. Expansion follows a review of the pilot, permissions and staffing plan. Reporting can remain location-specific when more clinics are added.
How are urgent care billing services priced?
Actigy BPO quotes per-FTE staffing after reviewing visits, clinic count, existing systems, payer mix, unresolved claims and coverage. The proposal defines supervision, quality checks, reporting and included workstreams. New claims, aged A/R, employer accounts and patient communication should be separately described so the price can be compared with the same operational scope.
Define the queue you want the team to own
Share clinic count, daily or monthly visits, existing systems and the hours when billing work accumulates. Do not include patient or employer case records. We will review the workflow before proposing a written scope and paid pilot.
Scope your urgent care billing pilot
What happens next
Share clinic count, daily or monthly visits, existing systems and the hours when billing work accumulates. Do not include patient or employer case records.
Thank you. Your request was received. The team will review the workflow before discussing next steps.