Practices often stay with an underperforming billing vendor longer than they should, out of fear that switching will create a worse problem — a gap in claims submission or lost accounts receivable. A structured transition plan avoids both.
Start With Accounts Receivable, Not Just New Claims
The biggest risk in a billing transition isn’t new claims going forward — it’s existing accounts receivable getting orphaned between two vendors. Before transition day, get a full AR aging report and agree in writing on who is following up on which claims during the handoff period.
Run Parallel, Don’t Cut Over Cold
Where possible, overlap the outgoing and incoming billing processes for a defined period — typically 30-60 days — rather than switching everything on a single date. This gives the new team time to learn your specialty, payer mix, and EHR before they’re fully responsible for cash flow.
Get Your Data and Credentials in Writing
- Full export of AR aging and claims history
- Payer enrollment and credentialing status for every provider
- EHR/practice management system access and reporting credentials
- Fee schedules and payer contracts
- A named point of contact at the outgoing vendor for the transition period
Set a Timeline With Milestones
A realistic transition typically runs 4-8 weeks: data handoff and system access in week one, parallel claims submission testing in weeks two through four, and full cutover once clean claim rates on the new side are confirmed.
How TBC Solutions Handles Onboarding
Our onboarding process starts with a free practice audit and integrates directly with your existing EHR/PM system — no need to switch software — with a defined handoff plan for existing AR so nothing falls through the cracks.
Frequently Asked Questions
Will switching billing companies interrupt our cash flow?
It shouldn’t, if the transition is planned with a parallel period and a clear AR handoff — most disruption comes from switching cold on a single date with no overlap.
Who owns follow-up on old claims after we switch?
This should be defined in writing before transition day. Many practices have the outgoing vendor finish out claims already in process while the new vendor takes all claims from the transition date forward.
How long does a typical billing company transition take?
Most transitions run 4-8 weeks from data handoff to full cutover, depending on practice size and payer mix.
Get Started
Talk to TBC Solutions about a transition plan that keeps your cash flow steady.