Invoice follow-up for clinics and medical practices
Between rejected insurance claims, pending complementary-insurer payments and patient balances, a practice leaves fees uncollected every month because nobody has time to chase them. The agent tracks every receivable — insurer, complementary fund, patient — and follows up in a tone fit for a care relationship.
In your day-to-day
- 01
Rejected claims reprocessed with the cause identified, resubmitted or flagged to the front desk depending on the case.
- 02
Courteous reminders for patient balances — refused third-party payment, uncovered procedures — with a payment link.
- 03
Tracking of complementary-insurer payments pending beyond the usual delay, fund by fund.
A typical scenario
A six-practitioner dental centre does a large share of prosthetic work — treatment plans with out-of-pocket balances, where the patient’s share gets lost between the public insurer and the complementary fund.
- 01
The agent draws up the picture: rejected claims to reprocess, complementary-insurer payments pending beyond 30 days, balances unpaid after fitting.
- 02
It waits for the right moment to remind the patient — after their complementary insurer has paid, statement attached — never before, to avoid an unjustified reminder.
- 03
Files where the patient disputes or mentions hardship leave the automatic circuit and reach the practice manager with full context.
What changes
Fees stop evaporating in the gap between insurer, fund and patient — without a single patient receiving a curt or badly timed reminder.
Order of magnitude
Working assumptions
- →300 procedures invoiced per month
- →about 4% end up rejected or with an unpaid balance, i.e. a dozen files
- →20 minutes of manual handling per file
That is roughly 4 hours of administrative chasing automated each month — and above all, no rejected claim ever again expiring for want of timely reprocessing.
Indicative estimate built on average sector assumptions — it gets recalibrated on your actual volumes during scoping.
What eats your days
- →
The switchboard saturates with practical questions — opening hours, documents, preparation — while patients hang up without an appointment.
- →
No-shows leave empty slots the waiting list would have filled, and nobody has time to call back.
- →
Rejected claims and unpaid balances pile up because the front desk is already doing two days’ work in one.
How it works
- 1
Plugged into your invoicing
The agent reads your existing tool — invoicing, accounting, ERP — with no migration and no double entry. It knows every invoice, its due date and its history.
- 2
Written reminders, not templates
Each reminder is written for that client: friendly for a good payer one week late, firm and documented by the third notice. You approve the policy once; the agent applies it.
- 3
Escalation and audit trail
Sensitive account, dispute, large amount: the agent hands over to a human with full context. Every action is logged, every euro recovered is attributed.
Typical results
-30%
average collection delay, typical order of magnitude
100%
of overdue invoices chased, no exceptions, no oversights
0 h
of human time on first-level reminders
Orders of magnitude observed in production; your diagnostic sets your own baseline and targets.
Frequently asked questions
Isn’t chasing patients delicate for a practice?+
It is, which is why you approve the tone: a factual, considerate reminder, never threatening, with a handover to a human as soon as a patient disputes or mentions hardship. The care relationship comes before collection.
Do the reminders contain medical data?+
No: the agent only handles administrative and accounting data — date, amount, administrative nature of the procedure — never the reason for the visit or anything from the medical record.
Is this the problem eating your team’s time?
Tell us how you work today — 30-minute call, then a free written diagnostic of what this agent would change for you, with numbers.
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