A Deep Dive into the Medical Billing Process

Understanding the medical billing process and its place within revenue cycle management becomes paramount in the quest for financial stability and operational efficiency. This guide explains the 10 steps in medical billing and the challenges healthcare organizations face in each step.

From patient registration to statement follow-up, this guide unveils the intricacies of Neolytix’s expertise, seamlessly integrating technology and industry best practices.

What Are the 10 Steps in the Medical Billing Process?

medical billing process flow chart

1. Patient Registration

Patient registration is the first step in healthcare billing, where important patient demographic information is collected for accurate billing. This step prepares for easy billing and also starts a patient’s whole medical journey.

  • Practical Example

A patient enters a healthcare facility for the first time. The EHR system collects and stores her personal information. This includes her name, address, medical history, and insurance details. This makes sure that the patient’s future interactions with the healthcare system go smoothly, starting the billing process well.

2. Financial Responsibility

Financial responsibility involves a proactive assessment of a patient’s financial obligations, establishing clarity on costs before medical services are rendered. This step not only ensures transparency but also lays the foundation for a smoother reimbursement process.

Professionals check patients’ insurance and explain their financial responsibilities based on their insurance plan.

  • Practical Example: 

A patient is scheduled for a series of diagnostic tests. Checks are immediately conducted to determine if the patient’s insurance covers the expenses. Additionally, the patient is informed about the amount they are required to pay. This builds trust and transparency, reduces problems with denied claims, and improves the efficiency of billing.

3. Superbill Creation

Superbill creation involves documenting all provided services and procedures during a patient visit. This detailed record is crucial for accurate coding and, subsequently, reimbursement.

  • Practical Example:

When a patient goes to a healthcare provider for a complete check-up, a superbill is made. It lists all the services, exams, and procedures during the visit. This detailed record is essential for accurate coding, making billing easier. This also ensures that the billing cycle includes all services.

This is where coding expertise and medical coding audits are vital to ensure appropriate reimbursements.

4. Claims Generation

Claims generation creates a detailed invoice for health insurers like Medicare, Medicaid, Aetna, Humana, etc. This invoice is then submitted to insurance companies. This pivotal step, handled by adept medical billers, bridges the gap between service provision and financial reimbursement.

  • Practical Example:

Imagine a healthcare provider offering a range of services during a patient encounter. The coding team should double-check coding to avoid mistakes in billing by ensuring consistency and accuracy. The generated electronic claim is then submitted to the relevant insurance company, expediting the reimbursement process and contributing to a more efficient revenue cycle. 

5. Claims Submission

Once medical billers prepare the detailed invoice, the next critical step is claims submission or submitting a claim. This involves sending the invoice to the patient’s insurance company, following specific formats and timelines. Making sure the insurance company has the right tools for accepting claims is important for a smooth reimbursement process.  

Experienced billers ensure quick acceptance and payment, improving billing efficiency and workflow. 

  • Practical Example:

In a practical scenario, a provider offers a variety of services during a patient visit. These services are consolidated into a comprehensive electronic claim, adhering to the specific format required by the insurance company. This not only expedites the submission process but also increases the chances of prompt reimbursement from the insurance company. 

The American Hospital Association reports that they deny approximately 18% of in-network claims. Denials occur due to coding errors and missing or incorrect details, negatively impacting the organization’s cash flow.  

6. Monitor Claim Adjudication

Monitoring claim adjudication involves tracking submitted claims to ensure the insurance company reviews and processes them accurately. This process is essential to ensure that claims are handled correctly. It requires constant monitoring and oversight to guarantee that claims are not overlooked or mishandled. The goal is to ensure all claims are thoroughly reviewed and processed promptly.

This monitoring process helps prevent errors and ensures that policyholders receive the benefits they are entitled to. This ongoing vigilance is essential for promptly identifying and addressing any delays or discrepancies. 

  • Practical Example:

Consider a scenario where a healthcare provider submits a batch of claims to multiple insurance companies. This is where providers can genuinely benefit from outsourcing the medical billing process to a specialized billing company like Neolytix. Neolytix’s teams provide real-time tracking, allowing providers to monitor the status of each claim. If delays or issues arise, we can take proactive measures to resolve them, preventing bottlenecks in the reimbursement process. 

7. Patient Statement Preparation

Preparing patient statements means creating and giving clear, detailed statements to patients, explaining their financial responsibilities after their insurance is processed. This step enhances communication and transparency regarding out-of-pocket costs. 

  • Practical Example 

A patient receiving a statement detailing the services rendered and associated costs. Neolytix’s system automates this process, ensuring accuracy in the statement preparation. Automated statements are then promptly communicated to patients, fostering clear communication and transparency regarding financial responsibilities after insurance processing

8. Statement Follow-Up

Statement follow-up includes tracking and managing patient responses to statements, addressing inquiries, and facilitating payment arrangements if needed. This step ensures ongoing communication and support for patients managing their financial responsibilities.

  • Practical Example

Consider a patient who has received a statement and has inquiries about certain charges. Neolytix’s teams streamline communication, allowing healthcare providers to address patient inquiries efficiently. The system also facilitates transparent payment arrangements, ensuring that patients can manage their financial responsibilities effectively.

9. Insurance Information Update

Insurance information update involves regularly updating patient insurance details to ensure accurate billing and prevent claim denials. This proactive step minimizes discrepancies and supports a smooth billing process.

  • Practical Example

Patients play a crucial role by proactively informing healthcare providers about any changes in their insurance coverage. Working together prevents mistakes and reduces the chance of claims being rejected due to outdated information. However, it is crucial for people to be informed beforehand.

10. Collection Agencies (Recovery)

Engaging collection agencies becomes necessary for recovering outstanding payments, offering a strategic approach to handling unpaid bills. This step ensures a systematic and efficient recovery process for outstanding balances.

  • Practical Example

In instances where patients have outstanding bills, Neolytix’s system identifies such cases and streamlines the process of engaging with collection agencies. This strategic approach ensures that outstanding balances are systematically addressed, contributing to financial recovery and stability for healthcare providers.

A/R management is important in the later stages of medical billing. It involves handling patient questions, managing unpaid bills, and using collection agencies to recover money.


Neolytix is skilled in the 10 important steps of medical billing. We can help healthcare providers simplify the healthcare revenue cycle and collect more money. 

Neolytix is a top player in assisting healthcare organizations in achieving financial success. They do this by utilizing advanced technology, operational excellence and have over 11 years of experience.  

Contact us today to schedule a no-obligation demonstration of our industry-leading billing expertise

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