You can switch medical billing companies without losing revenue if the new biller starts submitting new claims before the old one stops, and every open claim from the old biller has a clear owner and a deadline. The safest switches follow a written 30/60/90-day plan: secure access and records first, overlap briefly with a clear cutover date, then work the old A/R down before timely filing limits run out.
Most money lost in a biller switch isn't lost to bad billing. It's lost in the gap: claims nobody owns, remittances that go to the wrong place, and deadlines that pass while both sides assume the other is handling it.
Switching billers is one of the most common situations Jennifer handles. These are the gaps the plan below is built to close.
The Transition Plan
Pick a cutover date of service. Claims for visits before it stay with the old biller to finish; claims for visits on or after it go to the new one. Then work the plan.
Before You Switch
Ask for these in writing, early, with a date. Read your contract first: it should spell out the notice period, who works claims after termination, any fees on post-termination collections, and how your data is returned.
Credentialing Continuity
Your payer enrollments belong to you and your practice, not to your biller, so switching billers doesn't change them. But a switch can still break things.
If the old biller is listed as a contact, correspondence address, or pay-to address on any enrollment, update it so payer letters and payments reach you.
CAQH re-attestation is generally due every 120 days and Medicare revalidation about every five years. Make sure someone owns those dates on day one.
Get the status of every pending application, including submission dates and reference numbers, so nothing has to start over. See credentialing.
Questions
Set a cutover date of service, make sure your practice owns every login, have the new biller start submitting new claims on schedule, and give every open claim from the old biller a clear owner and deadline.
Then reconcile deposits against posted payments every week until the old A/R is closed out.
Give the notice your contract requires, and use the notice period to plan the overlap instead of waiting until it ends.
Before giving notice, confirm what the contract says about run-out claims, post-termination fees, and returning your data.
That depends on your contract: often the old biller finishes claims for dates of service before the cutover for a set run-out period, then hands the rest to the new biller.
Whatever you agree to, put it in writing with a list of open claims and a date for the final handoff.
At minimum, get an A/R aging report by payer and date of service, claim-level detail for open claims, denials and appeals in progress, unapplied payments and credits, and your credentialing files.
The full checklist is above.
No, your payer enrollments belong to you and stay in place when you switch billers, but contacts and addresses tied to the old biller should be updated.
Keep CAQH re-attestation and revalidation dates current through the transition.
Onboarding with S2S typically takes 7–14 days from a signed agreement to the first claims, and the old A/R is worked down over the following weeks.
A BAA is signed before any patient data is shared. Start with a free 30-minute call.
Keep Reading
Book a free 30-minute call. Jennifer will walk through your contract, your open A/R, and what a clean transition would look like for your practice.
