Switching to BillCycle
Switch your billing, not your EHR.
Your providers keep charting where they always have. We connect BillCycle to your current system, move your open AR and run alongside your old billing until you are ready.
- No change for clinicians
- Open AR moved with you
- Parallel run before cutover
What changes
A smaller change than you expect
Replacing an all-in-one system touches every role in the practice. Switching billing touches one team.
Stays the same
Your EHR, your charting, your schedule, your front desk process and your patient records.
Changes
Where claims are scrubbed, submitted, followed up and posted. Your billing team works in BillCycle.
Gets better
Claims are checked before they go out, denials are grouped by cause and AR is ranked by what matters most.
Onboarding
Five steps from kickoff to go-live
Each step has an owner on our side and a clear checklist for yours.
01
Kickoff and discovery
We review your payers, fee schedules, current workflows and open AR. Timing: [X] days.
02
Connect your EHR
We set up the charge and demographic feed by API, HL7 or file and test it with real encounters. Timing: [X] weeks.
03
Configure and load
We set up providers, locations, payers, fee schedules, contracted rates and clearinghouse enrollment. Timing: [X] weeks.
04
Train and run in parallel
Your team learns BillCycle on live claims while your current system keeps running. Timing: [X] weeks.
05
Go live
New charges flow only to BillCycle. We stay close for the first [X] days to resolve anything that comes up.
Open AR
Your open claims come with you
Switching should not mean writing off what you are already owed. We bring your open AR into BillCycle so your team can keep working it from day one.
Open claims and balances
Outstanding claims and patient balances are loaded with their history.
Ranked on arrival
Moved AR is prioritized by value and timely-filing risk, so nothing urgent waits.
Your choice of approach
Move all open AR, or let older claims run out in your old system. [Options to confirm]
Open AR $314K total
Work these first Ranked by value and filing risk
| #48207 · Aetna | Filing limit in 6d | $3,615 |
| #48144 · UHC | Day 77 | $2,280 |
| #48121 · Medicaid | Day 63 | $940 |
Parallel run
Test on real claims before you commit
For a set period, BillCycle runs next to your current billing. You compare results on live claims before you turn the old system off.
Side-by-side checks
See which claims BillCycle flags that your current process would have sent.
No gap in cash flow
Claims keep going out the whole time. Cutover happens only when you sign off.
| CPT | Mod | ICD-10 | Units | Charge |
|---|---|---|---|---|
| 99214 | missing | E11.9 | 1 | $165.00 |
| 93000 | I10 | 1 | $48.00 | |
| 36415 | E11.9 | 1 | $12.00 |
What we need from you
What to have ready for kickoff
Most of this already exists in your current system. We help you gather the rest.
- EHR or PMS name and admin contact
- Provider list with NPIs and taxonomy
- Locations and tax IDs
- Payer list and contracted fee schedules
- Clearinghouse and ERA enrollment details
- Open AR report from your current system
- Patient statement preferences
- Names of the billing team members to train
Training
Training built around your team's roles
Billers, AR follow-up staff and managers each learn the parts of BillCycle they use every day.
Role-based sessions
Live sessions for each role, using your own payers and claims. [Session count to confirm]
Plain-language guides
Short written guides for each workflow, without system jargon.
Support after go-live
A named contact for your first [X] days, then ongoing support. [Support hours to confirm]
FAQ
Questions about switching
How long does switching take?
Most practices go live in [X] to [X] weeks. The main factors are your EHR connection method, the number of payers and how much open AR you move.
Do our providers need training?
No. Providers keep using your EHR exactly as they do now. Only your billing team learns BillCycle.
What happens to claims already in process?
You can move open AR into BillCycle or let older claims finish in your current system. We will recommend an approach during discovery.
Will our cash flow dip during the switch?
The parallel run keeps claims going out the whole time. You turn off your old billing only after you are confident in the results.
Is there an onboarding fee?
[Onboarding fee policy to confirm]. See the pricing page for current details.
Plan your switch with our team.
Request a demo and we will map out your connection method, open AR plan and go-live timeline.