Accounts receivable recovery

Turn Aging A/R Into an Organized Recovery Workflow

Kitronixe helps practices identify, prioritize and work outstanding receivables using claim status, payer response, denial information, timely-filing considerations, balance and age - not aging reports alone.

Discuss Your A/R Request an RCM Assessment

A/R control centerOpen insurance A/R, by what it is waiting onSample A/R view

Total open A/R

$286.4K

Needs payer follow-up
74
Denial related
31
No response
22
Documentation needed
9
Timely filing attention
6
Needs attention
Underpayment review
11
Patient balance
$18.9K

Illustrative data for a fictional practice: counts of claims, and dollar balances where marked. Not a Kitronixe result, a client’s figures or a recovery figure.

Beyond the aging report

An aging report tells you how old the balance is. It doesn’t tell you what to do next.

Aged A/R is money that has already been earned. An aging report shows how old each balance is; it does not show what each one needs next - a status check, a record, a correction, an appeal or a closer look at what was paid.

Kitronixe works outstanding balances by what they need next - claim status, payer response, denial, filing limit, balance and age - rather than whatever is at the top of the queue, and reports what was resolved and what is still open.

95-day claimPayer says records needed
Documentation queue
45-day claimNo payer response
Claim-status follow-up
120-day claimDeniedAppeal window open
Appeal review
20-day claimPaid below expected amount
Underpayment review

Workflow examples, not client cases: the same age can need very different work.

A/R aging landscape

Every bucket holds different work

Age is where most A/R reviews start. It is one input of eight - choose a bucket to see the others.

A/R aging landscape

Choose a bucket to see what else decides the next step

Illustrative data

0–30 days

$98,200 across 142 claims

Claim status: Most are still with the payer; confirm receipt rather than wait.
Payer response: Early rejections show up here and are usually quick to correct.
Denial status: A fresh denial can be worked while the documentation is at hand.
Last action: Often the submission itself.
Filing limit: Rarely pressing yet, but worth knowing for each payer.
Documentation: Easiest to gather now, while the encounter is recent.
Balance: High-value claims can be checked first, even at this age.
Next step: Status check where the payer has not acknowledged the claim.

Illustrative balances for a fictional practice. Age is one input: it does not decide on its own whether a balance can be collected, and no outcome is implied for any bucket.

A/R prioritization

Nine things weighed, seven queues out

Each open claim is reviewed against what actually decides its next step, and placed in the queue that does that step. Watch sample claims go through.

What is weighed

Age112 days
Balance$2,140
Payer
Claim status
Denial statusDenied
Timely-filing riskAppeal window open
Documentation requirement
Last follow-up
Next action

A/R prioritization

An organized review, not an automated score

Claim 1Payer B

112 days · $2,140 · denied · appeal window open

Denial / appeal review

Sample 1 of 7

Work queues

High priority0
Payer follow-up0
Documentation needed0
Denial / appeal review1
Underpayment review0
Patient balance0
Resolved0

Claim 1Payer B
112 days · $2,140 · denied · appeal window open
Denial / appeal review
Claim 2Payer A
47 days · $860 · no payer response
Payer follow-up
Claim 3Payer C
88 days · $5,300 · filing limit close
High priority
Claim 4Payer B
95 days · $1,120 · payer requested records
Documentation needed
Claim 5Payer D
20 days · $410 · paid below expected
Underpayment review
Claim 6Payer A
63 days · $95 · insurance finished
Patient balance
Claim 7Payer C
34 days · $1,480 · paid in full
Resolved

Illustrative sample claims. The queues show how an A/R team can organize its work; the review is done by people, and no automated decision-making is implied.

Claim follow-up

What is known, what needs action, and when to follow up

At every point in a claim’s life there is something known, something that may need doing, and a next date. Follow-up means keeping all three current.

Claim submitted
Payer received
Processing
Pending / no response
Additional information
Denied / underpaid
Follow-up
Correction / appeal
Resolution

Claim submitted

What we know: The claim left the practice, with a submission record.
What may need action: Nothing yet, unless the clearinghouse rejects it.
Next follow-up point: Confirm acceptance within days.

1Claim submitted
What we know
The claim left the practice, with a submission record.
What may need action
Nothing yet, unless the clearinghouse rejects it.
Next follow-up point
Confirm acceptance within days.
2Payer received
What we know
The payer acknowledged the claim.
What may need action
Check the acknowledgement matches what was sent.
Next follow-up point
Expect a processing status.
3Processing
What we know
The payer is adjudicating the claim.
What may need action
Usually none - but watch for requests.
Next follow-up point
Status check if no decision arrives when expected.
4Pending / no response
What we know
No decision, and no clear reason why.
What may need action
Research status with the payer; escalate if needed.
Next follow-up point
A dated follow-up with a named contact or reference.
5Additional information
What we know
The payer has asked for something - often records.
What may need action
Gather and send what was asked for.
Next follow-up point
Confirm receipt, then follow up on the decision.
6Denied / underpaid
What we know
A decision, with a reason code or a payment below expected.
What may need action
Decide: correct, appeal, or review the payment.
Next follow-up point
Act within the payer’s window.
7Follow-up
What we know
The claim has an owner and a history of actions.
What may need action
The next contact, by phone, portal or letter.
Next follow-up point
Recorded, with the next date set.
8Correction / appeal
What we know
A corrected claim or an appeal has gone in.
What may need action
Track it like a new claim.
Next follow-up point
Follow up until the payer decides.
9Resolution
What we know
Paid, adjusted with a reason, or closed with an outcome.
What may need action
Post, reconcile and close.
Next follow-up point
None - it leaves the worklist.

One possible path, not a fixed sequence: many claims skip most of these stages, and some revisit them.

The worklist

Every open balance with an issue, an owner and a next action

The same balances, organized the way the work is done. Re-sort by priority, age, balance, payer or issue.

A/R worklist

Sorted by priority - choose a column to re-sort

Illustrative A/R worklist

Sort by

Illustrative A/R worklist, sorted by priority
			Claim status		Last action	Next action
Payer C	88 days	$5,300	Pending	Filing limit close	Status call, 9 days ago	Escalate with payer	High
Payer B	112 days	$2,140	Denied	Denial - appeal open	Denial reviewed	Prepare appeal	High
Payer B	95 days	$1,120	Pending	Records requested	Request received	Send records	High
Payer A	47 days	$860	No response	No response	Submitted, 30 days ago	Claim-status check	Medium
Payer D	20 days	$410	Paid	Underpayment	Payment posted	Review payment variance	Medium
Payer A	131 days	$640	Denied	Denial - research	None recorded	Research claim history	Medium
Payer D	58 days	$300	Rejected	Rejection	Rejection received	Correct and resubmit	Low
Payer C	63 days	$95	Insurance paid	Patient balance	EOB posted	Patient statement	Low

Payer CHigh
88 days · $5,300 · Pending
Issue: Filing limit close
Next: Escalate with payer
Payer BHigh
112 days · $2,140 · Denied
Issue: Denial - appeal open
Next: Prepare appeal
Payer BHigh
95 days · $1,120 · Pending
Issue: Records requested
Next: Send records
Payer AMedium
47 days · $860 · No response
Issue: No response
Next: Claim-status check
Payer DMedium
20 days · $410 · Paid
Issue: Underpayment
Next: Review payment variance
Payer AMedium
131 days · $640 · Denied
Issue: Denial - research
Next: Research claim history
Payer DLow
58 days · $300 · Rejected
Issue: Rejection
Next: Correct and resubmit
Payer CLow
63 days · $95 · Insurance paid
Issue: Patient balance
Next: Patient statement

Illustrative worklist: invented balances for a fictional practice, with payers shown as letters. It shows how outstanding claims can be organized - not a Kitronixe result or a recovery figure.

What is covered

A/R recovery capabilities, depending on the scope you choose

Find & prioritize

Insurance A/R
Open insurance balances brought into one worked list, whatever their age.
Aging analysis
0-30, 31-60, 61-90 and 90+ worked to different strategies.
High-dollar claims
Prioritised by value, not by date received.
Legacy A/R cleanup
One-off recovery projects on an existing backlog.
Claim-status research
Where each claim actually stands with the payer, confirmed before anything is resubmitted.

Work with the payer

Payer follow-up
Claims followed up with the payer by phone, portal or correspondence, with each action recorded.
No-response claims
Escalated with the payer rather than resubmitted indefinitely.
Rejected claims
Rejections that were never corrected, found and worked.
Corrected claims
Claims corrected and resubmitted where the payer’s response calls for it.
Secondary claims
Secondary balances followed through once the primary has processed.
Records and documentation requests
Requested records gathered and sent, and the claim followed until the payer responds.
Timely-filing awareness
Filing limits tracked so claims closest to a deadline are seen first.

Denials & payment variance

Denial-related A/R
Balances left open by a denial, worked by the denial’s cause.
Appeal coordination
Appeals prepared and submitted within the payer’s window, where an appeal is appropriate.
Underpayment identification
Payments below the expected amount flagged for review.
Payment variance review
Differences between expected and paid amounts investigated before a balance is adjusted.
Patient balances
Patient-responsibility balances followed up where within scope, once insurance has finished.

Visibility

Recovery workflow reporting
What was worked, what was resolved and what is still open, reported regularly.
Escalation tracking
Claims escalated with a payer tracked to an outcome.
Outstanding-work visibility
Every open item has an owner, a last action and a next step.

Reporting

Progress reported as work, not as a promise

What was worked, what was resolved and what is still open - cut the ways a practice needs to see it. No recovery percentages.

A/R by ageOpen balances by aging bucket.
A/R by payerWhere balances concentrate, payer by payer.
A/R by providerOpen balances on each provider’s claims.
A/R by locationThe same view, by where care was given.
A/R by issueWhat is holding each balance open.
Denial-related A/RBalances open because of a denial, by cause.
No-response claimsClaims with no payer decision, and their last action.
Follow-up inventoryEverything due for a next action, and when.
Resolution statusWhat was resolved, and how, over the period.
Underpayment review inventoryPayments below expected, waiting for review.

Where this sits

A/R Recovery, Medical Billing and Revenue Intelligence

A/R RecoveryThis page
A focused service for unresolved, outstanding receivables: analysis, prioritization, payer follow-up and resolution.
Medical Billing
The broader billing operation - claims out the door, payments posted, denials worked, A/R followed up as part of it.
Revenue Intelligence
Finding the patterns: leakage, payer behavior, underpayments and financial trends across all claims.

Why Kitronixe

How Kitronixe works outstanding A/R

Worked by what it needs next
Balances are prioritized by status, issue, filing limit and value, not just by age.
Every action recorded
Each follow-up is logged, so the next step starts where the last one ended.
Denials worked by cause
Denial-related balances go to the right queue - correction, appeal or review - not back into a general list.
Filing limits watched
Claims closest to a timely-filing limit are seen first.
Honest reporting
Reporting shows what was resolved and what is still open, without a recovery promise attached.
With or without full billing
A/R Recovery can run alongside your in-house billing team or as part of a wider engagement.

Questions

A/R recovery, answered

All FAQs

How long does a transition take?

It depends on volume and how many payers are involved. We transition in stages rather than all at once, so nothing stops while the changeover happens.

Do you work inside our existing systems?

Yes. Kitronixe works in your EHR and practice management system rather than requiring a migration. Your data stays where it is.

What is A/R recovery?

A/R recovery is the organized work of resolving outstanding insurance receivables: researching claim status, following up with payers, correcting or appealing where appropriate, and closing each balance with a clear outcome.

Can you work old outstanding claims?

Yes. Older claims are reviewed like any other - their status, the payer’s response, filing and appeal limits, and documentation decide what can be done. Age alone does not decide whether a claim is worth working, and no outcome can be guaranteed.

How do you prioritize accounts?

By what each balance needs next: claim status, denial status, timely-filing considerations, documentation requirements, payer, balance and age. An aging report is one input, not the whole picture.

Do you handle payer follow-up?

Yes. Claims are followed up with payers by phone, portal or correspondence, and every action and response is recorded.

Can you work denied claims?

Yes. Denial-related balances are worked by the denial’s cause - corrected, appealed where appropriate, or closed with a reason.

Can you help with no-response claims?

Yes. Claims with no payer response are researched and escalated with the payer rather than resubmitted indefinitely.

Can you identify underpayments?

Payments below the expected amount can be flagged for review as part of A/R work. Structured contract-rate analysis is covered by Revenue Intelligence and Underpayment Recovery.

Do you work secondary claims?

Yes. Secondary balances are followed through once the primary payer has processed the claim.

Can you help with documentation requests?

Yes. When a payer asks for records, the request is tracked, the documentation is gathered from your team and sent, and the claim is followed until the payer responds.

How do you report A/R progress?

Reporting shows open A/R by age, payer, provider, location and issue, what was worked, what was resolved and what is still outstanding. It does not include a recovery percentage or promise.

Can A/R Recovery be used without full-service Medical Billing?

Yes. A/R Recovery can be engaged on its own - alongside your in-house billing team, or as a project on an existing backlog.

Talk through your outstanding A/R

Tell us what your A/R looks like and what has already been tried. We will say plainly what a recovery workflow could involve.