How to Vet a Medical Billing Company’s References

Choosing the right medical billing company is one of the most critical decisions a healthcare provider can make. With your practices revenue, reputation, and compliance on the line, you want a billing partner who is not only experienced and professional but also trustworthy. While reviews and marketing materials may paint a polished picture, one of the best ways to gauge a companys true performance is by vetting their references.

References offer an unfiltered view into how a medical billing company operates in real-world scenarios. They can provide insights into customer service, claim turnaround, denial resolution, communication, and overall satisfaction. But knowing how to vet these references effectively is essential.

At Thrive Medical Billing, we welcome reference checks because we are confident in the consistent, high-quality service we provide to our clients. In this article, well walk you through the step-by-step process of how to vet a medical billing companys references so you can make an informed and confident decision.

Why Vetting References Matters

Protecting Your Revenue

Billing errors, delayed submissions, and compliance issues can cost your practice thousands of dollars. A bad billing partner can create a mess that takes months to clean up. References can help you assess if the company delivers on its promises.

Reducing Risk

Choosing a billing company without proper due diligence opens your practice to financial, operational, and legal risks. Reference checks reveal red flags before it's too late.

Gaining Confidence

When you speak with other providers who have worked with the billing company, you gain clarity and peace of mind. Youll know whether the partner is dependable, proactive, and transparent.

Step 1: Ask for Multiple References

Any reputable medical billing company should willingly provide a list of client references. Ideally, you should request:

• At least 35 references from current or recent clients

• A mix of practice sizes (solo, group, multi-specialty)

• A variety of specialties, especially if your specialty requires niche billing expertise

• References whove worked with the company for 6+ months

At Thrive Medical Billing, we offer a comprehensive list of clients who can attest to our service quality, responsiveness, and billing accuracy.

Step 2: Prepare a List of Questions

Youll want to speak with references in a structured and thoughtful way. Prepare a list of questions in advance to ensure you gather meaningful insights.

Key questions to ask:

1. How long have you worked with the company?
This helps you understand the longevity of the relationship and the billing companys consistency.

2. What services do they handle for your practice?
Are they providing full-service billing or only certain tasks like coding or collections?

3. How responsive are they to inquiries and issues?
Communication is key. Ask how quickly the company responds to emails or calls and whether they provide regular updates.

4. Has the company improved your revenue cycle?
Look for comments on reduced denials, faster reimbursements, and improved cash flow.

5. Have there been any major problems? If so, how were they handled?
This can reveal how the company responds to challengeswhether they take accountability or make excuses.

6. Do you receive regular reporting and performance insights?
An efficient medical billing company should provide detailed reports and analytics to help track financial performance.

7. How do they handle payer changes or updates?
This speaks to the companys adaptability and regulatory awareness.

8. Would you recommend this company to others?
The most telling question of allwould they hire the company again?

Step 3: Look for Consistency Across Responses

When interviewing multiple references, youll start to notice patterns. Do several clients mention great communication? Or do they all complain about slow follow-ups?

Consistent praise indicates genuine strengths, while recurring complaints may point to systemic issues.

At Thrive Medical Billing, our references consistently mention our responsiveness, accuracy, clean claim rate, and proactive denial management. These qualities reflect our commitment to excellent client service.

Step 4: Validate Claims with Performance Metrics

If references are willing, ask them to share actual performance data theyve experienced with the billing company. Numbers speak volumes.

Examples of key metrics:

• Days in Accounts Receivable (AR)

• First-pass claim acceptance rate

• Denial rate

• Average turnaround time for claim submission

• Collection rate on patient balances

Compare these with industry benchmarks. A high-performing medical billing company should consistently meet or exceed these standards.

Step 5: Ask About the Onboarding Experience

The onboarding process is a critical time in your relationship with a billing company. It sets the tone for future communication and efficiency.

Ask references:

• How long did it take to transition?

• Was the process smooth or chaotic?

• Did the billing company train your staff on documentation or EHR integration?

• Were there any disruptions in revenue or billing during the transition?

Thrive Medical Billing offers a structured onboarding experience with clear timelines, staff training, and minimal disruption to your cash flow. Our goal is to make the transition seamless.

Step 6: Follow Up with the Billing Company

After speaking with references, go back to the billing company and ask them about any issues or red flags that came up during your calls. This gives them a chance to explain or clarify and demonstrates your commitment to a transparent partnership.

At Thrive Medical Billing, we appreciate detailed feedback because it helps us continuously improve and reassures clients that were fully accountable.

Step 7: Check Online Reviews and Credentials

In addition to client references, check for:

• Google Reviews or testimonials on third-party platforms

• Better Business Bureau (BBB) ratings

• Healthcare-specific review sites or forums

• Certifications such as AAPC, AHIMA, or HBMA membership

• HIPAA compliance documentation

While online reviews should be taken with a grain of salt, a pattern of positive or negative feedback can be revealing.

Thrive Medical Billing is proud to maintain strong online ratings and professional affiliations that reflect our credibility in the field.

Step 8: Request a Trial Period or Performance-Based Contract

If youre still unsure, ask the billing company if they offer a trial period or a performance-based contract. While not all companies offer this, it can be a great way to test their capabilities in a real-world environment without long-term commitment.

Thrive Medical Billing works with practices on customized agreements and is confident enough in our service quality to demonstrate results early in the relationship.

Red Flags to Watch Out For

During the reference check process, beware of signs that could indicate poor service or mismanagement:

• Reluctance to provide references

• References that are too vague or scripted

• Multiple clients reporting delays or poor communication

• Lack of transparency in pricing or reporting

• Excessively long onboarding timelines

If you encounter these red flags, proceed with cautionor look elsewhere.

Conclusion

Choosing the right medical billing company is not a decision to be taken lightly. Vetting references gives you real-world insight into how a company performs and whether theyre the right fit for your practices needs.

By taking a methodical and thorough approach to reference checks, you can protect your revenue, improve your billing process, and establish a long-term, successful partnership.

At Thrive Medical Billing, we encourage potential clients to speak with our current partners. We believe our performance, transparency, and commitment to excellence will speak for themselves. If you're looking for a reliable and responsive medical billing company, reach out to us todayyour revenue cycle deserves nothing less.