A clear, structured process from day one.
We designed our onboarding and ongoing workflow to integrate with your practice — not the other way around. Here's exactly what to expect.
- 01
Discovery & Practice Assessment
We start by understanding your specialty, current billing workflow, payer mix, and where revenue is currently getting stuck.
- 02
Onboarding & System Setup
We align with your existing practice management or EHR system, agree on secure data-handling procedures, and set reporting expectations.
- 03
Verification & Charge Capture
Eligibility is confirmed ahead of appointments and charges are entered and coded accurately from your clinical documentation.
- 04
Claims Submission & Tracking
Claims are scrubbed for errors, submitted promptly, and tracked through to payer adjudication.
- 05
Denial Management & Appeals
Any denial is investigated, corrected, and appealed within payer timelines, with the root cause flagged to prevent recurrence.
- 06
Reporting & Continuous Review
You receive clear, regular reporting on collections, aging, and denial trends, with recommendations to keep improving performance.
How long does onboarding take?
Onboarding timelines vary based on the complexity of your current billing setup, system compatibility, and how quickly access and documentation can be arranged. We'll give you a realistic timeline specific to your practice after the initial assessment.
Will our workflow need to change?
We aim to integrate with your existing systems and documentation habits wherever possible. Where a small change genuinely improves accuracy or speed, we'll explain why and discuss it with you before implementing it.
Who do we talk to day-to-day?
You'll have a named point of contact for billing questions throughout the engagement, in addition to the regular reporting cadence we agree on during onboarding.
Let's talk about your practice's billing.
Tell us about your specialty and current billing setup — we'll walk you through how WhiteCoat Ops can help, with no obligation.