Quality medical billing services for small practices can elevate a medical office to brand-new heights. When meeting with your local billing services firm, it’s easy to think you, the practice owner, should be doing all the questioning. But a truly skilled medical billing service knows the right questions to ask, too. Why? Because billing success depends on understanding the practice’s workflow, patient base, and pain points before diving into the numbers.
Let’s take a look at the top questions a professional medical billing provider should ask — and why they matter.
1. What’s working (and not working) with your current billing process?
A great billing partner doesn’t just assume you need help — they want to pinpoint exactly where the issues are. Maybe claims are being denied for missing modifiers, or maybe patient collections are lagging. Knowing the “why” helps tailor a solution that fits your unique needs.
2.How many claims do you typically process per month?
Volume matters. This question helps the billing team understand workload, identify patterns, and determine the level of staff support and technology you’ll need for efficient billing for medical services.
3. What’s your payer mix?
Every payer has its quirks. A good billing partner wants to know whether you’re dealing mainly with Medicare, Medicaid, or commercial plans — because each requires a slightly different strategy to keep cash flow steady.
4. What’s your average claim turnaround time?
If it’s longer than 30 days, that’s a red flag. This question helps identify whether delays stem from claim submission issues, payer inefficiencies, or missing documentation.
5. How do you handle denials and rejections now?
A seasoned medical billing service isn’t afraid of denials — they see them as an opportunity to improve. Understanding your current process reveals how proactive (or reactive) is your revenue cycle management.
6. Who manages patient billing and collections?
This gives insight into whether the practice has internal support or if the billing service should take on patient statements and follow-ups. Clear communication keeps both sides on the same page.
7. What software or EHR system are you using?
Technology compatibility is key. An experienced service medical billing team ensures smooth integration with your existing systems, whether that’s Epic, eClinicalWorks, or a simpler platform like Kareo or Athena.
8. How do you track performance?
Every small practice deserves transparency. A good billing company will ask how you currently monitor KPIs — like days in A/R or collection rate — so they can set measurable goals, and improve them.
9. What’s your biggest billing headache?
Sometimes it’s coding, sometimes it’s staff turnover, and sometimes it’s just not having enough hours in the day. Identifying your top frustration helps your billing partner target immediate wins.
10. What are your long-term goals for the practice?
Outsourcing billing for medical services shouldn’t just be about getting paid faster. It’s about freeing your team to focus on growth, patient care, and peace of mind. The best billing providers see themselves as partners in your success — not just vendors.
