First-Pass Denial Rate Cut 45% and AR Turnover 22 Days Faster
Facing a 16% first-pass denial rate, an aging AR portfolio past 90 days, and a billing team that couldn't keep pace with provider hiring, the network built a 9-person remote RCM pod that now owns coding, charge capture, claim scrubbing, denials, and AR follow-up inside Athenahealth + Waystar.
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At a glance.
What wasn't working.
The network was leaking cash at the RCM layer: 16% first-pass denials, AR > 90 days climbing, and a billing team so stretched that charge capture was running 12 days behind service date. Every new clinic the network opened amplified the problem.
First-pass denial rate was eroding gross margin
Industry median first-pass denial rate sits near 8–10%; the network was running 16% — translating to roughly $4.1M in delayed or permanently written-off revenue annually. The denials team was spending 80% of its time on rework, not prevention.
AR aging was getting worse with scale
AR > 90 days grew from 11% to 19% of total over 14 months. Collection teams couldn't follow up on every account, low-dollar claims were being written off at a $3.2M annual run rate, and the finance team's forecast confidence dropped quarter over quarter.
Local coder hiring didn't match the pipeline
A mid-level AAPC-certified US coder cost $68K–$92K fully loaded with a 12-week hiring cycle. To right-size for the provider count the network needed 6–8 additional coders plus 4 AR specialists — roughly $780K in annual payroll before benefits — unworkable against the network's 7% EBITDA target.
We weren't losing revenue to under-pricing or bad contracts. We were losing it to denials we didn't work, AR we didn't chase, and charges we didn't capture on time. Every one of those is a staffing-capacity problem disguised as an RCM problem.
A pre-vetted Zedtreeo pod.
Zedtreeo deployed a 9-person remote RCM pod within 10 business days. The pod was structured to mirror the network's internal RCM org — AAPC-certified coders, charge-capture specialists, claim scrubbers, denials analysts, and AR follow-up — all operating inside Athenahealth and Waystar with the network's payer rules and LCD/NCD logic.
Team Composition Deployed
A full-stack RCM pod sized to drop denials below 9%, compress AR > 90 days to single digits, and run charge capture in near-real-time across all 38 clinics.
Tools & AI Stack Deployed
The pod operates in the network's existing stack — Athenahealth, Availity, Waystar, Zirmed, Epic — with HIPAA-trained staff, signed BAAs, and payer-rule libraries in place from day one. Delivery runs through the network's existing Athenahealth work queues and RCM ticketing, with payer-by-payer denial trending surfaced weekly.
How it rolled out.
Week 1 — Kickoff & Clearance
Requirements call, BAA attestation, Athenahealth + Waystar access provisioning. Shortlisted pod interviewed by VP RCM in 48 hours.
Weeks 2–4 — Onboarding
5-day free trial on live coding queue and denials backlog. Payer rules library imported, charge-capture SOPs mirrored, scrub rules validated.
Month 2 — Queue Clearance
Full pod ownership of coding, scrubbing, denials, AR. First-pass denial rate drops to 11%. AR > 90 days drops 5 points. Charge capture current.
Months 3–6 — Margin Recovery
Denial rate drops to 8.8%. AR turnover compressed 22 days. 69% cost reduction booked. Pod extended by 2 coders for two new clinic openings.
What changed.
Within one quarter, the RCM function stopped being a cash-leak and became a margin-recovery engine. The finance team regained forecast confidence, and two new clinic openings absorbed into the pod without new payroll hires.
Performance Before → After
Measured improvements across 90 days post-onboarding of the engagement.
Zedtreeo vs in-house hire.
12-Month Cost Breakdown
| Line Item | In-House (US) | Zedtreeo |
|---|---|---|
| Salary + Benefits | $720,000 | $252,000 |
| Recruitment | $42,000 | Included |
| HR & Compliance | $28,000 | Included |
| Tools | $26,000 | Included |
| Total Annual | $816,000 | $252,000 |
In their own words.
The Zedtreeo RCM pod closed our denial-rework loop inside six weeks. AAPC-certified coders, payer-rule discipline, Athenahealth work-queue ownership — it reads like our own team, just bigger and cheaper. 45% lower denial rate and 22 days faster AR turnover are the numbers; the real result is our finance team can forecast cash again.
Roles deployed.
Every role included: AI-tool training, HR management, compliance, and replacement guarantee. Starting from $5 per hour, fully timezone-matched globally.
Medical Billing & Coding
AAPC-certified coders, scrubbers, denials analysts, AR specialists. From $5/hour.
Revenue Cycle Management
Full RCM staffing — coding, billing, collections, analytics.
Healthcare Virtual Assistants
Patient scheduling, intake, EMR documentation, insurance verification.
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Build a Team Like US Outpatient Specialty Network (name withheld — HIPAA)'s
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