Let’s be honest—when you're running a medical practice, your focus is where it should be: on patient care. But in the background, there’s a quiet battle happening that often decides whether your business thrives or struggles: getting paid. The AR follow up process—that ongoing work of tracking unpaid claims and making sure they get resolved—is one of the most critical, yet neglected, parts of the revenue cycle.
If your team isn’t following up consistently or strategically, you could be losing tens of thousands of dollars a year. And it’s not because the care wasn’t delivered or billed—it's because no one circled back to make sure the money actually came in.
What Does AR Follow-Up Really Mean?
Accounts Receivable (AR) follow-up is more than just “checking on claims.” It’s the process of ensuring every billed service gets paid—fully and on time. That includes investigating delayed payments, appealing denials, correcting claim errors, and staying on top of insurance companies that don’t exactly make it easy to collect.
It’s not glamorous work. It takes persistence, attention to detail, and an understanding of each payer’s quirks. But it’s also the work that keeps your revenue flowing.
Why It Often Gets Ignored
Most practices are swamped. Staff are busy scheduling patients, verifying insurance, submitting claims, answering phones, handling authorizations… and the AR just keeps aging quietly in the background. Here’s why follow-up often falls through the cracks:
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No clear process in place
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Not enough staff, or the wrong staff handling it
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Denials feel too complex or overwhelming
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It’s not tracked or measured, so it’s not prioritized
The truth is, unless someone owns this part of the process, it tends to get buried—and aged claims turn into write-offs.
Building a Better AR Follow-Up Process
So how do you stop the leaks and get a grip on your receivables? It starts with structure and clarity. Here’s what that looks like in a real-world practice:
1. Break Down the Aging Report
Don’t treat your AR as one lump sum. Segment it by payer, age (30/60/90/120+), and amount. This helps you focus on the claims that matter most.
2. Assign It to the Right People
This isn’t just another to-do list item. You need trained staff who understand denials, coding, and payer rules. Someone who knows what to say when they call the insurance company—and when to escalate.
3. Stick to a Schedule
Every outstanding claim needs a follow-up date. You can’t afford to “check in later” or “wait a few more days.” Payers have deadlines. So should you.
4. Track What’s Happening
Use your billing software (or even a shared spreadsheet if you must) to log every action—calls made, appeals sent, responses received. You’ll avoid repeating steps or missing follow-ups entirely.
5. Fix the Root Causes
If denials are common, find out why. Is it coding? Missing documents? Incorrect patient info? Solve those issues upstream to reduce AR downstream.
The Real Impact on Your Bottom Line
A solid AR follow-up process does more than get you paid faster. It keeps your business healthy. Here's what it changes:
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Fewer write-offs and lost revenue
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Shorter payment cycles (no more waiting 90+ days)
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Stronger cash flow and financial visibility
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Improved staff efficiency—they’re not scrambling, they’re executing a plan
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Less stress for everyone involved
It’s also a win for patients. When claims are handled properly, there’s less confusion about what they owe and fewer billing surprises.
Final Thought: Don’t Wait Until It's a Problem
If no one’s actively managing your AR follow-up, you’re likely losing revenue—and not even realizing it. This isn’t something to put off or delegate without a plan. It’s something to take control of, today.
Because in healthcare billing, you don’t get paid for what you do—you get paid for what you follow up on.
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