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Medical Billing ServicesThat Protect and Maximize Every Dollar You've Earned.
Physician billing & revenue cycle management for 40+ specialties nationwide
Most healthcare billing services submit your claims and move on. Theiatrics manages your complete revenue cycle with precision at every stage — from charge capture and clean claim submission to denial appeals and accounts receivable recovery. Our clients collect an average of 31% more within 90 days.
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UNDERSTANDING THE SERVICE
What Are Medical Billing Services —
and Do You Actually Need One?
and Do You Actually Need One?
DEFINITION
Medical billing services manage the complete process of submitting and following up on insurance claims so healthcare providers receive payment for the care they’ve delivered. This includes charge capture, medical coding, claim scrubbing, electronic submission, payment posting, denial management, and accounts receivable follow-up.
If your practice employs in-house billing staff, you already have some version of this — but the question worth asking honestly is: how much revenue is your current process leaving behind? Research from the American Medical Association shows the average practice loses between 5% and 11% of collectible revenue every year to billing errors, uncollected denials, and abandoned AR.
Outsourcing medical billing to a specialized company typically improves clean claim rates from the industry average of 75–80% to 95–97%. That difference, across a $400,000 annual practice, can represent $50,000 to $85,000 in additional collections per year — usually far exceeding the cost of the service itself.
At Theiatrics, we offer full-service physician billing and revenue cycle management for practices across 21+ specialties. Our billing teams are specialty-specific — meaning the team billing your cardiology practice has billed cardiology procedures exclusively for years, not general claims for any practice that walks in the door.
See How Much You’re Missing — Free Audit →WHAT'S INCLUDED
Every Component Your Charges Need
Before They Become Claims
Our charge entry service goes well beyond data entry. Every charge is reviewed, validated, and cross-checked before it enters the billing queue — so claims start clean and complete, carrying every dollar you earned from every encounter you saw.
01
Same-Day Superbill Entry
Every superbill received that day is entered before end of business — in any format, paper or electronic. Each charge is entered with the correct CPT code, ICD-10 diagnosis, date of service, rendering provider NPI, and place of service. Every field verified before the charge is saved.
- All superbill formats accepted and processed
- Same-day entry, no exceptions
- Every field verified before charge is finalized
02
Clinical Note Cross-Reference
Every superbill is compared against the corresponding EHR clinical note to identify services documented but not checked — add-on codes, multiple procedures, secondary diagnoses affecting coding, and ancillary services performed but not reflected on the charge sheet.
- Superbill vs. note comparison for every encounter
- Add-on and ancillary services captured
- Missing charges queued same day they’re found
03
E/M Level Validation
Every E/M charge is validated against the clinical note’s medical decision-making complexity. Conservative E/M coding is identified and corrected — so you collect the level your documentation justifies, not the conservative estimate the provider checked on the superbill.
- MDM complexity reviewed per current AMA guidelines
- Time-based billing validated where applicable
- Level corrections applied with documentation rationale
04
Modifier Assignment & Review
Every applicable modifier is applied based on clinical documentation and payer rules — bilateral (Mod-50), multiple surgeries (Mod-51), distinct procedural services (Mod-59), professional component (Mod-26), significant E/M same day as procedure (Mod-25), assistant surgeon (Mod-80). Missing modifiers cost money. Wrong modifiers cause denials. We get both right.
- All standard CPT modifiers applied correctly
- Payer-specific modifier requirements honored
- Modifier conflicts flagged before submission
05
Retroactive Missed Charge Recovery
When we begin working with a new practice, we conduct a retrospective charge audit — reviewing the previous 90 to 180 days of encounter records against charge entries to identify every missed or undercoded charge. We submit them before the payer’s timely filing window closes, recovering revenue that would otherwise be permanently lost.
- 90–180 day lookback for every new client
- Filed before timely filing deadlines expire
- Average $25k–$80k recovered in first audit
06
Daily Charge Reconciliation
Every day, total charge entries are reconciled against total encounter volume — confirming every patient seen has a corresponding charge. Any gap is identified and resolved the same day. This daily control is what reduces missed charges from 7–12% to under 1% for our clients.
- Encounter count vs. charge count verified daily
- Gaps identified and resolved before end of day
- Daily reconciliation report delivered to your team
BEFORE & AFTER
What Changes When You Get Medical Billing Right
These aren’t projections — they’re real averages measured across our active client base, comparing performance in the three months before switching to Theatrics versus the first full quarter after go-live.
First-Pass Clean Claim Rate
72–78% 97.3%
72–78% 97.3%
Average A/R Days
45–65 days 18.4 days
45–65 days 18.4 days
Denial Rate
15–22% Under 3%
15–22% Under 3%
Denial Recovery Rate
<30% recovered 92% recovered
<30% recovered 92% recovered
Total Collections
Baseline +31% in 90 days
Baseline +31% in 90 days
FEATURE
✓ THEATRICS
OTHERS
Specialty-specific billers
✓
~ Sometimes
97%+ clean claim rate
✓
X ~75% avg.
Same-day denial appeals
✓
~ 3–5 day avg.
Real-time live dashboard
✓
X Monthly only
No long-term contracts
✓
X 12–24 mo. lock
Zero setup fees
✓
X $500–$2K setup
48-hour go-live
✓
~ 3–6 weeks avg.
% of collections pricing
✓
~ Flat fee common
HIPAA + SOC 2 certified
✓
~ Varies
HOW IT WORKS
Our Medical Billing Process —
6 Steps from Encounter to Payment
Every claim follows the same rigorous, monitored process. Nothing is submitted until it’s clean. Nothing is denied without a fight. Here’s exactly what happens for every patient encounter we bill.
1
Insurance Verification
We verify active coverage, authorization requirements, and copay obligations before any claim is filed — eliminating the most common source of preventable denials before they happen.
→ Prevents 30%+ of potential denials upfront
2
Charge Capture & Coding
AAPC-certified coders review every encounter same-day, assigning the most accurate ICD-10 and CPT codes — capturing every billable service and protecting against under-coding and audit risk.
→ Eliminates missed charges and coding denials
3
Claim Scrubbing
Our 12-point scrubbing engine checks code compatibility, payer-specific edits, modifier logic, and duplicate detection before submission — achieving a 97.3% first-pass approval rate.
→ 97.3% first-pass clean claim rate
4
Electronic Submission
Clean claims are submitted electronically to all payers within 24 hours, with real-time tracking from submission to adjudication so you always know the status of every claim in your pipeline.
→ 24-hour turnaround, all major payers
5
Payment Posting & Denials
Payments are posted daily. All denials are assigned to a specialist immediately, appealed same business day with payer-specific language. Our 92% appeal recovery rate means most denied revenue comes back.
→ 92% denial appeal success rate
6
AR Follow-Up & Reporting
Every aging account is actively worked. You receive real-time dashboard access plus monthly performance reports showing your clean claim rate, A/R trends, and collection improvements quarter over quarter.
→ Average A/R reduced to under 20 days
21+ SPECIALTIES
Physician Billing Built for Your Specialty — Not a Generic Practice
Generic healthcare billing services apply the same approach to every practice. We don’t. Each medical specialty has its own coding requirements, payer rules, and authorization nuances. Our specialty billing teams know yours inside and out.
Discuss Your Specialty →
Can’t find your specialty listed? We almost certainly cover it. We’ve billed for over 30 distinct specialties. Call us and we’ll tell you exactly what our experience in your space looks like.
📞 +1 713-281-4490
Gastroenterology
Cardiology
Anesthesia
Pain Management
Oncology
Neurology
Orthopedics
Radiology
Dermatology
Family Medicine
OB/GYN
Mental Health
Urology
Podiatry
Wound Care
Internal Medicine
Skilled Nursing
ASC
Home Health
Behavioral Health
DME
PROVEN RESULTS
Real Numbers from Real Practices.
Updated Quarterly.
These averages come from our live client base — not our three best case studies. We publish them quarterly because transparency is how trust is built.
97%
First-pass clean claim rate (industry avg: 75–80%)
→ +20 pts above avg
→ +20 pts above avg
18 days
Average A/R days (industry avg: 45–55 days)
→ 60% faster
→ 60% faster
92%
Denial appeal success rate across all payers
→ $3.4M+ avg. recovered
→ $3.4M+ avg. recovered
31%
Average collections increase within the first 90 days
→ Documented per client
→ Documented per client
★★★★★
Theatrics has transformed our billing from a constant source of stress into the most reliable part of our practice. My reimbursements arrive consistently, and I finally have real visibility into where every dollar is at every stage of the cycle.
💼 Reimbursements improved in 60 days
Mental Health Practice – Miami, FL
Mental Health Practice – Miami, FL
★★★★★
Our denial rate dropped from 19% to under 3% in the first three months. The live dashboard gives me financial visibility I’ve never had in 9 years of practice. I can see exactly where every claim is — it’s changed how I think about running a business.
📉 Denial rate: 19% → 2.4%
Cardiology – Houston, TX
Cardiology – Houston, TX
★★★★★
We’ve saved countless administrative hours since switching to Theatrics, our collections are up significantly, and the revenue cycle runs more predictably than it has in twelve years. I genuinely look forward to our monthly billing reviews now.
💰 Collections up 28% — first quarter
Multi-Specialty – Austin, TX
Multi-Specialty – Austin, TX
WHY THEATRICS
We’re Not a Billing Vendor.
We’re Your Revenue Partner.
We’re Your Revenue Partner.
The difference between a vendor and a partner comes down to one question: whose financial success is tied to yours? Our fee is a percentage of your collections. When your revenue grows, ours does. When we fail to collect something, we don’t charge for the failure.
01
Specialty-Specific Teams — Not a Shared Pool of Generalists
Your gastroenterology practice is billed by specialists who have billed GI procedures exclusively for years. Every specialty has its own team — because expertise in medical coding is not transferable between specialties.
✓ 21+ specialties · Dedicated teams · No generalists
02
Full Transparency — Live Dashboard, Not Monthly Reports
Monthly reports hide problems for 30 days. Your live dashboard shows every claim’s status, your real-time A/R aging, and denial trends — updated continuously, 24 hours a day, from any device.
✓ 24/7 live access · Real-time updates · Zero reporting lag
03
No Contracts — Month-to-Month Because Our Work Speaks
We operate month-to-month. Our 96.4% 12-month client retention isn’t because practices are locked in — it’s because results make leaving unnecessary. You can leave any time, with 30 days notice and zero fees.
✓ Month-to-month only · Zero termination fees
04
Performance-Backed — 31% Revenue Improvement in 90 Days
At 90 days, we document your pre-Theatrics vs. post-Theatrics performance across every key metric. If we can’t show measurable improvement, we reduce our fee for the following quarter while we fix it.
✓ Documented results · Fee adjustment if no improvement
Certifications & Compliance Status
All programs active and audited — updated quarterly✓
HIPAA Privacy & Security RulesActive
✓
Business Associate Agreement (BAA)All clients
✓
AAPC Coder Certification — All StaffCurrent
✓
SOC 2 Type II Data InfrastructureCertified
✓
OIG Compliance ProgramActive
✓
Third-Party Security Audit ProgramBi-Annual
✓
EHR Integrations (Epic, Cerner, 30+)Active
✓
AES-256 PHI EncryptionAlways on
COMMON QUESTIONS
Everything You Should Know About Choosing a Medical Billing Company
Real answers to the questions every practice asks before making a decision. No marketing language — just honest, specific information.
Have a specific charge entry question? Our billing specialists answer within 4 business hours — usually faster. No bots, no ticket queues.
📞 Call Our Charge Team
📞 Call Our Charge Team
What are medical billing services and what do they include?
Medical billing services handle the complete process of submitting insurance claims and collecting payment on behalf of healthcare providers. A full-service billing company manages charge entry, medical coding, claim scrubbing, electronic submission to payers, payment posting, denial management and appeals, accounts receivable follow-up, and patient billing.Theiatrics provides all of these services under one roof — with specialty-specific teams for each of the 21+ specialties we serve. Our clients don't need separate billing and coding vendors. One team manages your entire revenue cycle from encounter to payment.
How much do medical billing services cost?
Most medical billing companies charge between 3% and 8% of monthly collections, depending on specialty complexity and billing volume. Theiatrics charges a percentage of what we actually collect — not what we submit. This means there are no setup fees, no monthly minimums, and no long-term contracts.Because our fee is tied to your collections, we are financially incentivized to maximize every dollar — including chasing denials that a flat-fee company has no motivation to pursue. Most practices see a net revenue increase that significantly exceeds the cost of our service within the first 90 days.
Why outsource medical billing instead of keeping it in-house?
In-house billing typically results in clean claim rates of 75–80% and denial rates of 15–22%. This happens because billing staff are often generalists handling multiple administrative functions, and because appeals require time and payer-specific expertise that most in-house teams simply don't have bandwidth for.Outsourcing medical billing to a specialized company like Theiatrics typically raises the clean claim rate to 95–97%, cuts denial rates below 3%, and reduces AR days from 45+ to under 20. For a practice doing $500K in annual collections, that gap can represent $50,000–$100,000 in additional annual revenue — while eliminating the overhead of billing staff salaries, benefits, and software licenses.
How long does it take to switch medical billing companies?
At Theiatrics, practices go live within 48 hours of signing up. We integrate directly with your existing EHR or practice management system — Epic, Cerner, Athenahealth, eClinicalWorks, Kareo, and 30+ others. Your staff doesn't change any workflows. Your clinical documentation process stays exactly the same. We build the integration on our end and billing improves from week one, not after a 4–6 week setup period.
What happens when a medical claim is denied?
At Theiatrics, every denied claim is assigned to a specialist the same business day it arrives. We analyze the denial reason code, pull the clinical documentation, identify the correct appeal strategy, and write a payer-specific appeal letter. We follow up every 7–10 business days until the appeal is resolved.Our denial appeal success rate is 92%. We appeal 100% of denials — not just the easy ones. No claim is written off without your explicit approval and a full documentation of why we believe further appeals won't succeed. The industry standard is that 65% of denials are never appealed at all. We appeal every single one.
What is a clean claim rate and why does it matter?
A clean claim rate is the percentage of submitted claims that are accepted and paid on the first submission without requiring correction or appeal. The industry average is 75–80%. Theiatrics achieves a 97.3% first-pass clean claim rate through specialty-specific coding, AI-assisted pre-submission scrubbing, and payer-specific edit libraries.A higher clean claim rate means faster payments, fewer denials, lower administrative overhead, and more revenue collected from the same billing volume. A 20-point improvement in clean claim rate, across a practice doing $400,000 in annual collections, can represent $40,000–$60,000 in additional revenue per year.
Are your medical billing services HIPAA compliant?
Yes. Theiatrics is fully HIPAA compliant. We execute a Business Associate Agreement (BAA) with every client before accessing any patient information. Our infrastructure is SOC 2 Type II certified, all PHI is encrypted with AES-256 encryption at rest and in transit, and our entire team undergoes HIPAA training and re-certification annually. Our compliance program is also audited by a third-party security firm twice per year.
Which EHR systems do you integrate with for medical billing?
Theiatrics integrates directly with Epic, Cerner, Athenahealth, eClinicalWorks, Kareo, DrChrono, Greenway Health, Practice Fusion, Allscripts, NextGen, and 30+ additional EHR and practice management systems. If your system isn't listed, contact us — we've almost certainly integrated with it before and can confirm compatibility within 24 hours.
FREE REVENUE AUDIT
Find Out Exactly How Much Your Practice Is Losing — Before You Decide Anything
A 15-minute call with our billing specialists typically uncovers between $15,000 and $80,000 in annual revenue that practices are currently losing to preventable billing failures. The audit is completely free, and you'll receive a specific, documented analysis of your current billing — not a generic sales pitch.
✓
⚡
Results within 24 hours
— we move fast
— we move fast
📊
Specific to your practice
— your actual numbers, not averages
— your actual numbers, not averages
🔒
HIPAA-compliant from first contact
— data protected always
— data protected always
💲
All 21+ specialties welcome
— we likely already bill yours
— we likely already bill yours
Prefer to speak first? Call directly.
(+1) 713-281-4490
Get in touch with us
5900 Balcones Drive Ste 7988, Austin, Texas, 78731, USA
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