How a Texas Clinic Recovered $210,000 and
Transformed Its Workflow with Softomedics
Overview
Running a busy clinic isn’t easy. Between patient care, paperwork, and managing staff, administrative tasks can pile up quickly. That was the reality for a multi-specialty clinic in Texas with 12 providers.
For years, they struggled with delayed payments, claim denials, and overwhelmed staff. Their denial rate had crept up to 18%, and accounts receivable stretched past 75 days. Cash flow was unpredictable, providers were stressed, and the admin team spent most of their time chasing claims instead of supporting patients.
The clinic knew something had to change.
The Turning Point
In search of a better system, the clinic decided to partner with Softomedics and onboard three dedicated virtual medical assistants. From day one, the VAs integrated seamlessly into the clinic’s workflow. They took ownership of critical but time-consuming tasks, including:
- Verifying insurance and patient eligibility before appointments.
- Preparing and submitting accurate claims on time.
- Tracking denials and filing appeals quickly.
- Following up on outstanding AR and patient balances.
- Managing billing inquiries and sending clear, timely statements.
This freed up the clinic’s in-house team to focus on patient experience instead of paperwork.
The Results
Within just six months, the impact was undeniable:
- Denial rate dropped from 18% to 6%.
- AR days fell from 75 to 38, creating a much healthier cash flow.
- Over $210,000 was recovered from unpaid claims that had been sitting unresolved.
- Providers gained back valuable time, spending 25% more hours on patient care.
- Administrative costs decreased by 30%, while patient satisfaction improved thanks to faster billing communication.
The clinic not only saw financial growth but also built a smoother, more reliable operation.
In Their Own Words
“Partnering with Softomedics was the best operational decision we’ve made. Not only did we recover six figures in lost revenue, but our providers finally have the time to focus on patients instead of paperwork. Their team feels like an extension of ours. Danny and his VAs are outstanding — efficient, proactive, and always reliable.”