How to Switch Your Medical Billing Company — 2026 Guide

Common Mistake: Rushing the Transition

Practices lose 20-40% of revenue during rushed vendor switches. Proper transition takes 90 days with zero revenue loss.

90-Day Transition Timeline

Days 1-30 — Discovery + Setup

• Sign new vendor contract
• Give current vendor 60-day termination notice (per contract)
• New vendor audits current denial patterns + AR aging
• New vendor gets access to EHR + payer portals
• Set target metrics: denial rate, days in AR, NCR

Days 31-60 — Parallel Processing

• NEW claims go to new vendor
• OLD claims (in-flight) stay with current vendor
• Track both vendors on shared scorecard
• New vendor documents payer edit rules encountered

Days 61-90 — Handoff Complete

• Current vendor completes all outstanding claims
• New vendor fully owns all future work
• Baseline vs target report at day 90
• Adjust vendor scope based on data

What to Get in Writing from New Vendor

1. Target metrics + timeline to hit them
2. Weekly reporting cadence
3. Named account manager + backup
4. Escalation path for stuck claims
5. Termination terms (no long lock-in)
6. Pricing all-in (no hidden fees)

Data to Get from Current Vendor Before Termination

• All open AR (aging report)
• All pending denials (with denial reason + payer)
• All open appeals (with status + timeline)
• All authorization tracking (with expiration dates)
• Payer portal login credentials
• EHR access permissions

Talk to KD about switching · Revenant Care

– KD, Revenant Care