Most practices stay locked into an underperforming RCM vendor because switching feels harder than staying. Our 30-day migration program flips that calculus. We handle the contract exit, data portability, parallel billing, and staff communication, so you keep collecting while we quietly take over.
A tested transition plan that moves you off your current vendor without a single missed billing cycle.
Our migration team audits your current performance, clean claim rate, AR aging, denial rate, net collection, and reviews your incumbent's contract for notice windows, auto-renewal triggers, data-return obligations, and early-termination exposure. You get a written migration risk assessment and formal notice template by end of week one.
We send a formal data request to your current vendor covering patient demographics, open AR ledger, coding history, fee schedules, payer enrollments, and 13 months of financial reports. In parallel, our tech liaison stands up EHR and clearinghouse credentials for our pod team so we can work claims inside your existing systems from day one of cutover.
This is the safety net. Your current vendor keeps submitting live claims while our pod shadow-bills a matched sample. We reconcile clean claim rates, denial patterns, and payment postings against theirs. Any gaps get resolved in training before we flip the switch. You keep collecting from your current vendor during this entire week.
Cutover only happens once shadow billing matches or exceeds baseline. Your pod takes full ownership of submissions, AR, denials, and posting. The first 30 days post-cutover include daily KPI monitoring, a written day-30 performance report, and a weekly executive review with your account manager.
You focus on patients. Your leadership focuses on the business. We handle the migration mechanics, all of them.
We draft the formal termination notice, align it with your contractual notice window, and track your incumbent's acknowledgment. No missed auto-renewal deadlines, no surprise penalty fees, no ambiguous hand-off.
Full extraction of patient demographics, ledger data, coding history, fee schedules, denial logs, and financial reports. Delivered in open, portable formats so you are never again locked to a single vendor's export tooling.
Our tech liaison sets up secure, role-scoped credentials inside your existing EHR, PM system, and clearinghouse, with full audit logging. No new software for your team, no disruption to clinicians or front-office workflows.
During week 3, your current vendor keeps submitting live claims while our pod shadow-bills a matched sample. We reconcile outcomes before cutover so there is no "fly blind" moment. If shadow results are worse, we pause cutover and diagnose before anyone touches production.
Daily KPI tracking, weekly executive reviews, and a formal day-30 written performance report. Migration is not "done" when we cut over, it is done when your KPIs are stable and tracking at or above baseline.
We draft the internal announcement, FAQ, and provider communication so your leadership is not left authoring change-management on the fly. Your team learns what is changing, what is not, and whom to call with questions, before week one.
If you have delayed switching vendors for a year or more, one of these four fears is probably why. Here is how the program defuses each one.
Our data-export package covers 13 months of financials, full AR ledgers, complete coding history, denial logs, fee schedules, and credentialing records. Everything moves in open formats you can audit. We make zero assumptions about what your incumbent will or will not release, we plan for the worst and confirm in writing.
Parallel billing in week 3 eliminates the downtime gap entirely. Your current vendor remains operational until our shadow performance matches or exceeds their production. You stay in-flight the whole time. Cash does not pause. Claims do not queue. AR does not age during cutover.
No new system. We work inside your current EHR/PM and clearinghouse. Your front-office, clinical team, and providers see zero UI change. The only thing that changes is who is on the other side of the back-office relationship, us instead of them.
Our migration team does a full clause-level review of your current agreement in week one. We identify notice windows, auto-renewals, penalty clauses, and data-return obligations. Most contracts are more portable than practices assume, once someone actually reads them. Where fees apply, we quantify them against your projected ROI so the decision is numeric, not emotional.
The concrete items you should gather before kicking off a migration, with or without us. Bring these to your free assessment and we will hit the ground running.
Every situation is different, but the pattern holds. Three recent migrations, anonymized per BAA.
Migrated off a shared-pool national vendor in 32 days. Denial rate dropped from 18% to under 4% within 60 days post-cutover. Parallel billing week resolved three payer-format issues before production. Outgoing vendor delivered data reluctantly; our team escalated and recovered it fully.
28-day migration, zero revenue gap. Caught bundling errors the outgoing vendor had missed for 18 months. AR days dropped from 41 to 14 within 90 days of cutover. $200K in previously written-off implant case revenue recovered in the first quarter.
Switched mid-quarter without a missed billing cycle. Cath-lab coding expertise caught write-off patterns incumbent had normalized. Payment turnaround fell from 42 to 16 days. Weekly KPI reporting replaced the monthly "slide deck" format their old vendor used.
The practical realities of switching your RCM vendor, answered plainly.