HIPAA-compliant · 100% U.S.-based billing team
Right On Time Billing manages coding, claim submission, denials and A/R follow-up for physicians and specialty clinics — so you collect more of what you earn, faster, without adding staff.
Why practices lose revenue
Many practices lose 5–10% of collectible revenue to preventable billing gaps. Here’s where it usually goes, and what changes when we take over.
Missing modifiers, eligibility gaps and coding errors push denial rates past 10% — and most denied claims are never reworked.
Eligibility checks before every visit, certified coding and payer-specific claim scrubbing stop denials before they happen.
Charges sit unbilled, rejections go unnoticed and nobody has time to chase payers, so cash flow becomes unpredictable.
Charges are entered within 24 hours, clearinghouse rejections are fixed daily and every open claim is followed until paid.
Balances over 90 days slip past timely-filing limits while your team focuses on today’s claims.
A dedicated recovery team works aged A/R by balance and deadline, with appeals filed before payers can close the door.
One biller on vacation or a sudden resignation can freeze collections for weeks while you hire and train.
A primary and backup biller are assigned to your account, so claims go out every business day — no gaps, no hiring.
Annual CPT, ICD-10 and E/M updates plus payer policy shifts put revenue and compliance at risk.
AAPC-certified coders stay current on every update and audit documentation so you bill accurately and defensibly.
Find your leaks
Not sure where your revenue is slipping?
Our free audit reviews 25 of your recent claims and pinpoints the exact gaps — at no cost.
100% U.S.-based
No offshore data handling
Who we are
Right On Time Billing is a U.S.-based medical billing and revenue cycle management company. We become an extension of your practice — handling the coding, claims and payer follow-up that slow your cash flow, with full transparency into every dollar.
An account manager, certified coders and backup billers who know your practice by name.
Your staff stop chasing payers and spend their time on patients instead.
HIPAA safeguards, a signed BAA and coding audits protect your practice.
Our services
Choose full-service medical billing or just the pieces you need. Either way, you get one accountable U.S.-based team from patient check-in to final payment.
Clean, complete claims sent within 24–48 hours of the visit, then tracked through to payment.
AAPC-certified coders assign accurate CPT, ICD-10-CM and HCPCS codes so you’re paid fully for the care you deliver.
Every denial is worked, corrected and appealed — and the root cause is fixed so it doesn’t repeat.
We chase unpaid and underpaid claims at 30, 60, 90 and 120+ days before timely-filing limits expire.
Get on insurance panels faster and stay there, with CAQH, PECOS and revalidations handled for you.
Coverage, copays and authorization requirements are confirmed before the patient arrives.
Clear statements and a friendly U.S.-based helpline that answers patient billing questions in your name.
Monthly KPI reporting and a dedicated account manager, so you always know where your money is.
Why Right On Time
Practices switch to us to collect more, get paid faster and stop worrying about billing staff. Here’s what changes.
A simple percentage of net collections. No setup fees, no software charges and no fees on denied claims.
Every biller, coder and account manager works in the United States. Your data never leaves the country.
A dedicated account manager plus primary and backup billers keep your claims moving every business day.
A Business Associate Agreement is signed before we see any data, with secure access to your systems.
Time to payment
Typical averages for a multi-payer practice
| What matters | In-house billing | Right On Time Billing |
|---|---|---|
| Cost structure | $65k+ salary per biller, plus benefits, software and office space | Percentage of collections — no fixed payroll or setup fees |
| First-pass clean claim rate | 75–82% — about 1 in 5 claims needs rework | 98.6% with multi-step claim scrubbing |
| Average days in A/R | 38–55 days | Under 14 days |
| Denied claims | Often written off for lack of time | Appealed within 72 hours, root cause fixed |
| Staff turnover & time off | Billing stops when your biller is out | Primary + backup billers, no downtime |
| Clearinghouse & tools | $400–$1,200/month billed to the practice | Included at no extra cost |
See how your current numbers compare — free, with a signed BAA.
Aging A/R recovery
Old balances aren’t lost yet — but every week closer to a filing deadline makes them harder to collect. Our recovery specialists work your backlog by urgency, so the most at-risk dollars get attention first.
Every aged claim is ranked by its filing deadline — the most urgent dollars get worked first.
Claims stuck on payer information requests or coordination-of-benefits holds that nobody has time to chase.
Most commercial payers allow 90–180 days from the date of service to file.
Complex denials with vague reason codes that never get a proper clinical appeal.
Most payers allow 60–180 days from the denial to file a first appeal.
Payers say the claim never arrived. Without proof of submission, the revenue is gone.
Medicare allows 12 months from the date of service; commercial plans are often 90–180 days.
Revenue calculator
Move the sliders to match your practice. We’ll estimate what better denial prevention and faster A/R could be worth to you each year.
Estimated recoverable revenue
$110,880/yr
≈ $9,240 more per month
$71,342
Cash freed up by faster A/R
42 → 14 days
Days in A/R target
Estimates are illustrative, based on typical specialty benchmarks. Your audit gives you real figures from your own claims.
Specialties we serve
Every specialty has its own codes, modifiers and payer traps. Your account is handled by coders who know your specialty’s rules — not generalists learning on your claims.
E/M leveling, Annual Wellness Visits, Chronic Care Management and correct modifier -25 use on same-day services.
Psychotherapy add-on codes (90833, 90836), telehealth rules, crisis services and state parity requirements.
Catheterization hierarchies, nuclear stress tests, echo professional/technical splits (-26/TC) and vascular imaging.
Global surgical periods, multiple-procedure reductions (-51), bilateral procedures (-50) and DME billing.
High-volume walk-in eligibility, S-codes, point-of-care testing and fast multi-provider claim turnaround.
Vaccine administration with counseling (90460/90461), developmental screenings, EPSDT and Medicaid rules.
The 8-minute rule, KX modifier thresholds, plan-of-care certifications and spinal region documentation.
UB-04 facility claims, implant carve-outs, anesthesia time units and payer-specific ASC contract terms.
Injection and nerve block coding, imaging guidance bundling, EMG/NCS studies and prior authorizations.
Don’t see your specialty? We also support dermatology, gastroenterology, OB/GYN, podiatry, radiology and more — ask us about yours.
How it works
From the moment a patient books to the moment payment lands, every step is owned and tracked by our team.
We confirm coverage, copays, deductibles and prior-auth needs before the visit.
AAPC-certified coders assign accurate CPT, ICD-10 and HCPCS codes from your documentation.
Every claim is checked against NCCI edits and 2,400+ payer-specific rules.
Clean claims go to the clearinghouse within 24 hours, with rejections fixed the same day.
ERAs are posted and reconciled daily so your ledger always matches your bank.
Denials are appealed within 72 hours and unpaid claims followed until resolved.
Monthly KPI reports and a strategy call with your dedicated account manager.
We work inside your current EHR, run alongside your existing process during handover, and switch over with no gap in claims.
Start with a free, no-obligation revenue audit. You’ll see exactly what you’re losing and what we’d fix first.
Client results
Real outcomes from practices that moved their billing to Right On Time.
+19% Collection Lift in 4 Months
“Right On Time reduced our A/R from 48 days down to 18 days within four months. Our monthly collections grew by 19% without expanding our front desk or adding overhead.”
Dr. Michael Vance, MD, FAAFP
Medical Director, Lone Star Family Medicine · Dallas, TX
$112,000 Dormant Denials Recovered
“Their denial resolution team is relentless. They recovered over $112,000 in aged cardiology cath-lab and echo claims that our prior billing agency had essentially written off.”
Sarah Jenkins, CMPE, FACMPE
Practice Administrator, Horizon Cardiology Specialists · Houston, TX
100% Telehealth Claim Parity
“Mental health billing has intricate telehealth parity rules and pre-authorizations. ROTB handles every modifier nuance with zero hassle. Our therapists finally get paid on time every week.”
Dr. Elena Rostova, PsyD, ABPP
Clinical Director, Summit Behavioral Health Group · Denver, CO
+22.4% Net Surgical Yield
“Surgical implant and bundled code billing requires deep AAPC expertise. Right On Time lifted our net procedure reimbursement by 22.4% while cutting clearinghouse costs to zero.”
Dr. Marcus Thorne, MD, FAAOS
Chief Orthopedic Surgeon, Vanguard Orthopedics & Spine · Atlanta, GA
0 Days Downtime in 3 Years
“The dual-biller redundancy guarantee gave us back our peace of mind. When our primary biller went on maternity leave, ROTB stepped in immediately with zero claim lag.”
Deborah Caldwell, RN, BSN, MBA
Executive Director, Pinnacle Ambulatory Surgery Center · Scottsdale, AZ
+16% Well-Child Reimbursement
“Vaccine administration codes and well-child visit modifiers were frequently down-coded by commercial payers. ROTB instituted strict charge scrubbing and increased our pediatric collections by 16%.”
Dr. Rebecca Chen, MD, FAAP
Founder & Pediatrician, Bluebonnet Pediatrics · Austin, TX
FAQ
Straight answers about pricing, onboarding, compliance and how outsourced billing works.
Still have a question?
Talk to a billing specialist — no sales pitch.
A medical billing company handles the work of getting your practice paid by insurers and patients. That includes eligibility checks, medical coding, claim submission, payment posting, denial management, A/R follow-up and patient statements. Right On Time Billing manages each of these steps for physicians and specialty clinics, with monthly reporting so you always know where your revenue stands.
We charge a simple percentage of the net collections we bring in — so we only get paid when you do. There are no setup fees, no software or clearinghouse charges, and no fees on denied claims. Your exact rate depends on your specialty, claim volume and the services you choose, and is confirmed after your free audit.
Revenue cycle management is the full financial process of a patient encounter, from scheduling and insurance verification through coding, claims, payment posting, denials and collections. Good RCM shortens the time between providing care and getting paid, and reduces the revenue lost to errors and unworked denials.
For most small and mid-sized practices, outsourcing costs less and collects more. An in-house biller costs $65,000+ a year before benefits and software, and billing stops when they are out. An outsourced team brings certified coders, backup coverage, claim-scrubbing tools and payer expertise for a percentage of collections.
No. We work directly inside your existing EHR or practice management system — including eClinicalWorks, Tebra (Kareo), AdvancedMD, athenahealth, CollaborateMD, TherapyNotes and others — through secure user access. Your clinical workflows, templates and patient records stay exactly as they are.
Onboarding typically takes 7 to 10 business days. We set up system access, review your payer mix and open A/R, and run alongside your current process during handover so no claims are delayed or missed during the transition.
Yes. Our coders hold AAPC certifications, and every biller, coder and account manager works in the United States. We do not send patient data or work offshore.
Yes, when the billing company signs a Business Associate Agreement (BAA) and follows HIPAA safeguards. We sign a mutual BAA before reviewing any patient data, use secure role-based access to your systems, and train every team member on HIPAA and HITECH requirements.
We prevent denials before submission and fix the ones that slip through. Every claim is checked for eligibility, coding accuracy and payer-specific rules before it is sent. Denied claims are corrected or appealed within 72 hours, and we track denial causes by payer and code so the same problem does not repeat.
Yes. Our A/R recovery team works aged balances over 60, 90 and 120+ days, prioritizing claims closest to their timely-filing deadlines. We check claim status, resubmit corrected claims, file appeals and use clearinghouse records as proof of timely filing to recover revenue many practices assume is lost.
Yes. We handle provider credentialing and payer enrollment with Medicare, Medicaid and commercial insurers, including CAQH profile maintenance, PECOS enrollment and revalidations, so new providers can start billing as soon as possible.
After signing a mutual BAA, we review a sample of 25 recent claims along with your denial and A/R reports. You receive a written summary of coding gaps, avoidable denials and collectible aged balances, with an estimate of recoverable revenue. The findings are yours to keep, with no obligation to hire us.
Free practice audit
Get a no-obligation review of your claims, denials and A/R from a certified billing specialist.
California-based · serving practices nationwide
Mon – Fri, 8:00 AM – 6:00 PM EST