Straight answers about working with Optimal Billing Solutions
The questions practice owners, administrators, and hospital finance leaders ask us most – answered directly. Anything not covered here, ask us; you’ll get a straight answer to that too.
How do you charge for your services?
Every engagement is scoped individually, because no two revenue cycles look alike. Depending on the work, arrangements can be structured as a percentage of collections, per full-time-equivalent staffing, or a hybrid. What we will tell you up front: our model is built to cost less than doing the same work in-house once you count payroll, benefits, and overhead – our cost calculator shows the math with your own numbers.
What does the transition process look like?
We work inside your existing systems, so there is no platform migration, no data conversion, and no retraining your front desk on new software. A typical start looks like this: we review your current A/R and workflows, agree on scope and staffing, connect our team to your systems under your access controls, and phase in responsibility – often beginning with the work that is hurting most, like aged A/R or denial follow-up. Timelines vary with scope, and we map them with you before anything starts.
Who actually staffs our account?
Dedicated, US-based billing professionals – not a rotating offshore queue. Our people hold recognized industry certifications and complete ongoing compliance training, and your account gets staff matched to your specialty and your platform. Because we co-source, we are motivated to hire the best-qualified people for your account and keep your costs low: that is how we keep the work.
How does on-site, co-sourced staffing work inside our own platform?
Our staff log into your EHR and practice-management systems and work there – your charges, your claims, your patient accounts, under credentials and access levels you control. For clients that want it, our people work physically on-site inside your office as part of your team. Either way, nothing gets exported into our system, because we don’t replace your system.
How do you handle data security and HIPAA?
Our model is the security story: work is performed by US-based staff inside your own systems, so patient data stays under your roof and your access controls instead of being copied to a vendor platform or sent offshore. We operate under Business Associate Agreements with covered-entity clients, and our leadership holds current HIPAA Privacy and Security training certificates. Details are on our HIPAA & data security page.
What are the contract terms?
Terms are set per engagement – scope, staffing, and duration all shape them, and we would rather discuss yours honestly than publish a generic number that won’t match your situation. What we can say: we structure agreements so that we earn the relationship through results, and every term is in writing before work begins.
Do you work with practices, hospitals, and dental – or only one of those?
All three. We handle professional billing for physician practices, facility billing for hospitals and health systems (including inpatient, outpatient, ambulatory, and ambulance/transport billing), and full dental revenue cycle work – we manage billing operations for university dental schools and dental practices. Coding, compliance, and patient account services run across all of it.
What happens to our existing billing staff?
That is your call, and co-sourcing gives you options full outsourcing doesn’t. Many clients keep their internal people and add our capacity where the gaps are – follow-up, denials, aged A/R, staffing surges. Your team keeps its institutional knowledge; we take the weight. For clients moving billing to us entirely, we plan the transition with you so nothing falls through.
How fast should we expect results?
It depends on where your revenue cycle stands today – a backlog of aged claims moves differently than a denial-prevention problem. What we commit to is visibility: you will see the work and the numbers from the first weeks, and we set expectations for your specific situation during scoping rather than quoting a generic timeline. Our managed clinics run A/R in the mid-20s days and collect roughly 98% of claims older than six months, which shows where disciplined follow-up ends up.
How do we get started?
With a conversation and a look at your numbers. Reach out, and we’ll schedule a review of your A/R, denial patterns, and current costs – then give you a scoped proposal. No obligation, and you’ll come out of the review understanding your own revenue cycle better either way.