Revenue delays are the silent killer of even the best-run healthcare organizations. If youโre still waiting weeks for payments to roll in, you’re not the only one. Maybe youโve watched claims pile up in your billing queue, wondering why cash flow feels more like a drip than a stream. Maybe youโve fielded one too many โWhereโs the payment?โ emails from leadership. And maybeโฆjust maybeโฆyouโve thought, โThereโs got to be a better way.โ
The truth is, slow coding leads to slow payments. But there is a way to flip the script, and it starts with concurrent coding. How? It begins with a 5-step strategy for making real-time coding workโspeeding up reimbursements, cutting denials, and smoothing out your revenue cycle.
Step 1: Assess Your Current Coding Workflow
Before you can fix a problem, you have to see it clearly. That starts with taking a hard look at your current workflow. A coding audit helps you pinpoint where things get stuck, whether in the handoff from provider to coder, in the documentation itself, or somewhere else entirely. Look closely at how long it takes from the moment care is delivered to when the claim is submitted. If that timeline feels fuzzy or inconsistent, thereโs likely room for improvement.
But this isnโt just a coder issue. Bring everyone to the table: billing staff, providers, even front-desk folks who touch the intake process. When stakeholders can map out how information moves (or doesnโt), youโll uncover inefficiencies no dashboard could ever show you.
And donโt forget the numbers. Tracking KPIs like days in A/R, coding turnaround times, and claim denial rates can reveal trends youโve gotten used to but shouldnโt have. Establish a baseline now. Thatโs how youโll prove later that concurrent coding is doing its job.
Step 2: Implement Real-Time Documentation and Coding
Itโs one thing to document accurately and another to do it in real time. Providers are often under pressure, juggling complex cases and packed schedules. So itโs no surprise that documentation often gets pushed until the end of the day, or even later. But hereโs the thing, waiting to document leads to inaccuracies. And inaccuracies slow everything down.
Encouraging point-of-care documentation is a game-changer. Providers can use EHR templates, voice recognition tools, or quick-entry options to capture data as care is delivered. That small shift makes it much easier for coders to jump in and work concurrently, without chasing down missing notes.
On the tech side, this is where AI-powered coding tools and CAC (Computer-Assisted Coding) software shine. They integrate directly with EHR systems, giving coders real-time access to documentation. No more toggling between platforms or playing phone tag with providers.
To make it work, though, youโll need a concurrent review process. That means assigning coding specialists to review records as patients are being treated or shortly after, but before discharge. Itโs a new rhythm, one that requires trust and coordination. But once it comes together, denials drop and revenue speeds up.
Step 3: Train and Empower Your Coding Team
Your coders arenโt just technical specialistsโtheyโre essential to your bottom line. And when it comes to concurrent coding, they need the tools and confidence to move fast and stay accurate.
Start with ongoing training. Keep your team sharp on the latest ICD-10, CPT, and HCPCS codes. But donโt stop there. They also need to understand how concurrent workflows differ from retrospective ones. What does โreal timeโ actually mean in practice? When should they escalate a question? Whatโs the protocol for flagging missing documentation before it stalls a claim?
Then focus on the human element. Create more connection between coders and providers. That could be a quick daily check-in, a shared chat channel, or monthly lunch-and-learns. The point is, relationships drive communication. And communication clears bottlenecks.
Also, give your coders what they need to succeed. Fast systems. Updated reference tools. Access to templates and automation. If theyโre stuck clicking around outdated software, even the best training wonโt help.
Step 4: Optimize the Revenue Cycle Process
Once your coders are working in sync with your providers, itโs time to make sure the rest of the revenue cycle can keep up. First stop? Claims submission.
Automating this step reduces the margin for human error and speeds everything up. When coding flows straight into your billing system, thereโs no waiting around for someone to manually submit or double-check it.
But this isnโt a โset it and forget itโ situation. Youโve got to monitor the workflow. Use real-time performance dashboards to track whatโs moving and whatโs lagging. Are certain service lines getting stuck? Are coders overloaded on specific days? Use that data to shift staffing, adjust processes, and avoid delays before they become problems.
And donโt overlook the power of setting clear expectations. Establish SLAs (service level agreements) for coding turnaround times. When everyone knows the deadline, youโll see better consistency and fewer last minute scrambles at monthโs end.
Step 5: Stay Audit-Ready and Ensure Compliance
The last step in this process often gets overlooked: compliance. When documentation is delayed or incomplete, your risk during audits rises dramatically. Retrospective coding makes it easy to miss small gapsโuntil they become big problems. But concurrent coding catches issues in real time. Coders can flag missing elements while the patient is still in the building or the clinical note is fresh in the providerโs mind. That alone can make the difference between a clean audit and a costly penalty.
Run regular internal audits to spot-check your concurrent coding workflows and ensure they align with CMS and payer guidelines. Confirm that queries are being resolved promptly, and use those findings to fine-tune your process.
And remember, coding regulations, payer expectations, and audit criteria are always changing. Build time into your workflow for reviewing updates and retraining your team. When everyoneโs up to date and documentation is airtight, youโll be well-prepared when audit time comes.
A Faster Path to Financial Stability Begins with Concurrent Coding
Revenue gaps donโt just drain your bottom lineโthey chip away at momentum. They slow down decisions and turn confident planning into cautious guesswork.
Concurrent coding shifts that. It brings cash in faster by eliminating delays at the source. When coders work in real time, denials shrink and the billing cycle speeds up.
Suddenly, your revenue cycle stops feeling like a moving target. Instead of sparking anxiety, month-end wraps up cleanly. Your team isnโt buried in backlogs. Theyโre caught up and clear-headed.
Leadership notices the shift. Reports are steadier and projections more accurate. And finally youโre no longer treading water. Youโre building something sustainable.
Thatโs the kind of stability that lets you invest, grow, and move forward with confidence. And it all starts with a better way to code.
GeBBSโ concurrent coding service (included in our iCode Workflow) helps you stop revenue delays before they start. With 98% of data captured on the first pass and 24โ48 hour turnaround times, our real-time coding model keeps your revenue cycle moving without the chaos. Coders work in sync with your providers to ensure clean documentation and faster claims, so you see fewer denials and steadier cash flow. Best of all? Clients typically save up to 30โ40% on chart costs. Ready to move from reactive to reliable? GeBBS makes it happen. Contact us today.
