What to Ask Before Choosing an O&P Billing Partner
Choosing the right billing partner can make or break your O&P clinic’s revenue cycle. Too often, clinics hire a service simply to “process claims” without considering whether the partner truly acts as a collaborator. Misaligned priorities, poor communication, or lack of attention to detail can actually delay reimbursements, increase denials, or even risk patient relationships.
To avoid these roadblocks, O&P clinics should weigh several key considerations - from values and workflow integration to transparency, support, and accountability. The right partner won’t just manage claims; they’ll help strengthen your revenue cycle and patient relationships.
Key Criteria for Choosing an O&P Billing Partner
When selecting a billing partner, alignment of values and goals is critical. Accuracy, attention to detail, and shared priorities form the foundation of Flywheel’s successful partnerships. Clinics that want to grow sustainably should look for partners who go beyond simply processing claims, especially if they’re delivering high-quality custom-fabricated devices to their clients. True collaborators work alongside your team to optimize workflows and ensure claims succeed.
Three Questions to Ask Your O&P Billing Partner
- Will you proactively review our workflows and processes to ensure claims are submitted correctly and efficiently?
- How do you communicate concerns or educate clinics when a proposed action could lead to denials or delayed reimbursement?
- What measures do you take to align with our clinic’s long-term financial and operational goals, beyond simply processing claims?
“Submitting a claim doesn’t guarantee payment.” - Autumn Pole, Principal Medical Biller
A great billing partner will advocate for your clinic’s success, even if it means challenging your approach to prevent costly mistakes.
The Flywheel Difference
Independent, Fiduciary-Focused Support
Flywheel stands apart as a billing partner because every team member is personally invested in your clinic’s success. Unlike vendor-affiliated services, we remain fully independent, free from conflicts of interest with equipment manufacturers or insurers. This independence allows us to focus solely on what’s best for your clinic, protecting patient relationships and referral sources through accurate verification, precise coding, and professional handling of all financial communications.
Our goal isn’t just to process claims; it’s to act as a trusted partner that helps your practice thrive.
Not All Billing Partners Are Created Equal
Selecting the wrong billing partner can lead to hidden costs and workflow headaches. Watch for these red flags:
- Are chosen solely because they are the cheapest option.
- Don’t provide proactive advice, accountability, or a dedicated relationship manager who understands your unique practice.
- Lack transparency in reporting, fees, or communication.
Remember: submitting claims quickly doesn’t always mean getting paid faster. Each practice is unique, and having a partner who knows your workflows and how to present claims effectively is essential.
A misaligned partner can cost more than just money. Principal Medical Biller, Autumn Pole says it best: “The cheapest option isn’t always the least expensive.” Protect yourself from O&P billing partnerships that may lead to delayed reimbursements, create compliance risks, and disrupt your clinic’s operations.
How to Vet an O&P Billing Partner
5 Key Questions for Clinic Success
When selecting a billing partner for your O&P clinic, it’s essential to go beyond surface-level capabilities and evaluate how they truly operate. Asking the right questions can help you identify a partner who is invested in your clinic’s success, ensures accuracy, and fosters long-term growth.
- How does the partner ensure accuracy and attention to detail in claims? Accuracy is critical in reducing denials and speeding up reimbursement. Ask how they review claims, verify coding, and maintain quality checks before submission.
- What are their processes for verification, authorization, and payer-specific guidelines? A thorough understanding of each payer’s requirements prevents delays. Learn how they handle pre-submission checks, authorization follow-ups, and adherence to fluctuating carrier-specific rules.
- How transparent are their reporting, fees, and communication? You should always know the status of claims, fees, and performance metrics. Transparency builds trust and allows you to make informed operational and financial decisions.
- How do they provide ongoing support and continuous improvement? Billing partners should do more than process claims—they should proactively identify workflow inefficiencies, offer guidance, and adjust strategies to improve outcomes over time.
- Are they truly invested in your clinic’s long-term success? Look for a partner who advocates for your clinic, protects patient relationships, and challenges decisions when necessary to prevent costly mistakes. True collaboration goes beyond transactions; it’s about shared goals and accountability.
Building a Long-Term O&P Billing Partnership
A truly successful billing partnership goes beyond claim submission. It’s about ongoing collaboration, support, and continuous improvement. When evaluating a partner, look for regular touch points like weekly account manager calls, responsive availability, and a team that is always ready to answer questions or address issues as they arise.
A great partner helps your clinic keep getting faster reimbursements and fewer denials, while providing the tools and guidance to grow your practice more efficiently and reliably. They offer actionable insights, coaching, and transparent communication, and take accountability seriously—owning mistakes, resolving them quickly, and implementing safeguards to prevent them in the future.
With Flywheel, clinics gain more than a billing service; they gain a strategic partner committed to their long-term success, protecting patient relationships, supporting financial health, and improving operational efficiency every step of the way.
Ready to experience a true partnership in O&P billing? Learn how Flywheel can help your clinic streamline claims, improve cash flow, and thrive.
