RCM process improvement in ASC
Ambulatory Surgical Centers(ASCs) must verify insurance, get authorization, and then submit a request when filing a claim. When done right, revenue cycle management (RCM) helps the medical service get paid as quickly as possible.
However, healthcare insurance providers deny an average of 17% of in-service claims. Regardless of your RCM's current strength, there are key areas of improvement that will reduce claim denials and boost your practice's revenue.
Here are the top RCM improvement areas to focus on in your ASC.
Ensure your ASC Billing Staff or Outsourced RCM Provider Understands Authorization
Patient representatives will sometimes give an inaccurate go-ahead regarding authorization. The amount of shifting information in medical codes even confuses medical practices of repeating procedures. Your billing resources need to understand payer contract limitations. Ensure they know what requires authorization and how to determine validity.
Inform your surgeons what treatments a patient is authorized to receive. Sometimes, medical emergencies force surgeons to perform necessary operations outside of the scope of the original authorization. In such cases, surgeons must communicate these changes to billing staff.
Manage Patient Payment Options
When dealing without-of-pocket expenses, the best outcome is for patients to pay 100% of these fees. However, financial and communication limitations ensure that a percentage of clients will always struggle to pay on time. A recent survey shows that 54% of Americans have defaulted on their medical debt. To avoids training the patient/clinic relationship, communicate early.
Let patients know their options and expected fees. When in doubt, state that you don't see the price or shoot for a high estimate. Expectations influence reactions. Also, make it easy for patients to pay. Set up a direct payment plan and offer prompt-pay discounts.
Adopt Automated Verification and Billing Systems
Modern technology excels at automatic verification and tools to ensure patients' eligibility and search for authorizations. Additionally, systems can check codes and alert staff of a potential claim error before submission.
Consider switching to an automatic system that sends patients notifications to avoid late bill submission. Some technology will instantly inform patients of changes before the procedure. Systems can automatically send notifications to the practice once a client opens an email/text or pays a bill. This knowledge lets ASCs adapt to the patient's situation and plan accordingly.
Monitor other Sources of Insurance Denials
Include the authorization number when submitting a claim. Doing so helps avoid unwarranted denials. However, quick authorization does not guarantee acceptance. Individual clinics have unique policy requirements. Clinics must understand these requirements before submitting a claim. Similarly, provide your physicians with these policy stipulations to avoid costly oversteps.
Practices can minimize confusion by promoting specialized forms of treatment. Small ASCs especially should feel no obligation to advertise beyond their comfortable limit. Focusing on a few procedure types helps prevent numerous requirements from overwhelming your staff.
Check CPT Code Changes
Check to see if CPT codes have changed since the scheduling of a procedure. If these codes have changed, see if the payer offers retroactive authorization. Some payers will maintain the retroactive offer permanently. Others have tight timetables of a few weeks or 72 hours from the service date. If ASCs fail to get retroactive authorization during the set time frame, providers will deny claims. In such cases, an authorization may be impossible.
Hire a Medical Collections Billing Service
Professional billing and collection services make RCM much easier. ASCs that hire such a service doesn't have to worry about inexperienced staff struggling with repeated denials. Professional billing services allow ASCs to redirect their staff power toward providing superior client care.
Plutus Health makeshift easier for ASCs to avoid denials. If you struggle with billing, collection, and overall RCM Management, our expert team will get the fastest reimbursement possible and increase your practice's performance.
Key Takeaways
1. Inform your staff regarding authorization standards.
2. Give patients options in terms of payment and inform them early of their obligations.
3. Adopt automated processes to streamline informing patients and verifying benefits.
4. Check standards other than authorization like clinic policy requirements.
5. Ensure CPT codes are the same as when you scheduled the procedure.
6. Hire a professional billing service to benefit from a consistently high-quality RCM Process
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FAQs


ABA providers are grappling with high staff turnover (up to 65%), rising burnout, administrative overload, and stagnant reimbursement rates. These challenges directly impact care continuity, clinical outcomes, and operational performance.


Operational inefficiency costs ABA teams up to 10 hours per staff member per week, contributing to burnout, denied claims, and longer accounts receivable (A/R) cycles. These inefficiencies ultimately result in reduced revenue and patient dissatisfaction.


Burnout leads to costly turnover, lower client retention, and decreased productivity. Recruiting and replacing a BCBA or RBT can cost up to $5,000 per hire, plus months of lost revenue and disruption to morale.


High-performing ABA organizations invest in clear career pathways for BCBAs and RBTs, align compensation with market benchmarks, and foster peer-led mentorship, flexible schedules, and wellness programs.


Automation tools like Plutus Health's Zeus streamline eligibility verification, denial management, and billing, reducing manual workloads by 5–10 hours weekly per clinician and improving clean claim rates by 95%.


Outsourcing revenue cycle management can improve collections, reduce denials by up to 30%, and free clinicians from billing-related admin tasks, resulting in better client care and financial outcomes.


One $200 million ABA network partnered with Plutus Health to automate eligibility and accounts receivable (A/R) processes. The result: $2M reduction in legacy A/R and a 97% Net Collection Rate.


By improving operational efficiency, investing in technology, and ensuring workforce stability, ABA leaders can align outcomes with reimbursement. Plutus Health supports this transition with scalable RCM and automation strategies.
FAQs


ABA therapy billing is the process of submitting claims to insurance or Medicaid for Applied Behavior Analysis services provided to individuals with autism or developmental disorders. It includes using correct CPT codes, proper documentation, and adherence to payer-specific policies.


Common CPT codes for ABA therapy in 2025 include:
- 97151 – Assessment and treatment planning
- 97153 – Direct therapy with the patient
- 97155 – Supervision and modification of behavior plan
- 97156 – Family adaptive training
- Always check with payers for any annual changes.


To bill Medicaid for ABA services, providers must ensure credentialing is complete, services are pre-authorized, and claims use the correct codes and modifiers. Medicaid requirements vary by state, so always follow state-specific billing rules.


Common ABA billing mistakes include:
- Incorrect or missing CPT codesplan
- Lack of documentation or treatment
- Uncredentialed providers rendering services
- Submitting duplicate or late claims


Without proper credentialing, providers can’t get reimbursed. Insurance and Medicaid require that BCBAs, RBTs, and organizations are credentialed and contracted. Delays in credentialing often cause revenue losses and claim rejections.
FAQs


CMS proposes a 2.4% increase in Medicare ASC payment rates, contingent on meeting ASCQR quality reporting requirements. Plutus Health helps ASCs meet these compliance benchmarks by integrating quality reporting data into RCM workflows, ensuring eligibility for full payment updates.


The ASC Covered Procedures List will expand by 547 procedures, including cardiology, spine, and vascular surgeries. Plutus Health supports expansion into new service lines by customizing RCM processes for high-acuity procedures, minimizing claim denials during the transition.


Site-neutrality narrows the payment gap with hospital outpatient departments, enhancing ASCs' cost-efficiency appeal. Plutus Health helps leverage this advantage in payer negotiations by providing performance dashboards and cost-justification analytics to secure stronger reimbursement terms.


Complex procedures increase denial risk and slow cash flow. Plutus Health's automation-first RCM model delivers 95%+ clean claim rates, reduces A/R days, and safeguards margins, even as your case mix becomes more complex.