5 Workflow Bottlenecks Costing You Reimbursement—and How to Fix Them

Revenue cycle inefficiencies are often hidden in plain sight. These bottlenecks not only delay payments but increase denials, burn out your team, and create chaos for your billing operations. Here are the five most common workflow slowdowns—and how you can fix them fast.

1. Manual Eligibility Checks

Still checking insurance eligibility manually? This slows down intake and increases the chance of seeing ineligible patients.

Fix:
Adopt real-time eligibility verification tools that integrate with your EMR. If you’re not ready for full integration, standalone platforms like Availity or our RCMStreamline tracker can still save hours each week.

2. Inconsistent Prior Authorization Processes

Missing forms, payer-specific rules, and outdated contact info create delays and denials.

Fix:
Centralize your prior authorization process. Create a standardized workflow with checklists and digital templates. Use our Authorization Tracker to keep everything in one place, with real-time status updates.

3. Denial Follow-Up Delays

When denials sit unworked, the clock runs out for appeals—and the revenue is lost.

Fix:
Set up a denial response schedule. Use color-coded dashboards to flag aging denials. Equip your staff with ready-to-use appeal templates and assign clear ownership.

4. Lack of Task Ownership

When multiple people “touch” a task but no one owns it, things fall through the cracks.

Fix:
Assign clear roles for each step in the RCM process. Use RACI charts (Responsible, Accountable, Consulted, Informed) or a simple shared tracker to define responsibilities.

5. Paper-Based Workflows

Faxed forms, handwritten notes, and sticky notes may feel familiar, but they’re costing you precision and visibility.

Fix:
Digitize everything you can. Start with intake forms, auth requests, and denial letters. Use cloud-based storage so your team can collaborate securely from anywhere.

🔧 Take Action Now:

• Audit your workflows—where does time go?

• Implement one quick fix from this list.

• Check out our free Denial Prevention Toolkit to support your efforts.