Automations
The money-finding work, running while nobody's at the desk.
Most billing companies have one or two jobs that make real money and nobody has time to do: chasing retroactive coverage, re-verifying eligibility, sending statements. NxtPivot turns those into scheduled jobs you build by selecting rows on a list. They run. They report. They stop themselves when they hit your budget.
- Priced confirmation before any paid run
- Monthly budget cap with auto-pause
- Emails carry counts and a login link, never patient data
Every billing company has a job like this.
Hundreds of patients a month were seen without active coverage on file. Some of them got approved afterward, backdated to the date of service. Finding out means checking each one, one at a time, in a payer portal. It is the single highest-yield hour in the building, and it is the first thing to fall off the list when the day gets busy.
How it goes today
- A biller works the list by hand, one portal login at a time.
- The same patients get re-checked, because nobody tracks who was cleared.
- It happens when there is time. Some months there is no time.
- When the person who knows the routine is out, the routine stops with them.
How it goes with an automation
- You select the patients on the list once and set the schedule.
- Patients who come back covered drop off. The list shrinks every run.
- It runs on the first of the month whether or not anyone is in the office.
- The routine lives in the system, not in one person's head.
An example, start to finish
The monthly coverage sweep.
Illustration with made-up numbers. Nothing below is a customer's real data.
- 1
Select the patients.
On the patient list, filter to the 200 who were seen with no coverage on file and still have an open balance. Select all.
- 2
Pick the job and the schedule.
Search all payers for any active coverage. Monthly, on the 1st. Drop a patient from the list as soon as coverage is found.
- 3
Approve the price. Once.
The confirmation shows the per-check cost, the number of patients, and asks you to set a monthly cap. That approval is what lets the job run unattended. If a run would cross the cap, it pauses instead.
- 4
Read the result over coffee.
"Three of the 200 came back covered. Three claims are ready to rebill. 197 patients remain on the list for next month." The three covered patients are gone from the target list for good.
The job nobody has time for
The patient had no insurance in March. By June, they had it back to March.
Retroactive coverage is ordinary. A patient is seen while an application is pending, gets approved weeks later, and the approval is backdated to cover the visit you already wrote off as self-pay. The money is legitimately yours. Nobody sends you a letter about it, and finding it by hand means re-asking the same question, patient by patient, forever. Which is exactly why it quietly stops happening.
Nearly 3 in 10 self pay accounts turn out to be insured, and in many states a retroactive eligibility decision starts a brand new filing window on a balance whose service date is long past. We hunt these for you, on a schedule, under a budget you set, and balances you were about to write off come back as claims you can file. One more thing worth knowing: federal law cuts the retroactive lookback from three months to as little as one in January 2027. Whatever is recoverable in that column is more recoverable this year than it will ever be again. How we find it is the part we show you in person.
Other jobs worth handing over.
Eligibility re-checks
Re-verify a chosen payer for a list of patients on a cadence, so coverage is current before the claim goes out instead of after it comes back.
Monthly statements
Generate patient bills on a schedule, with a minimum-balance rule so you are not mailing a statement for eighty cents.
Emailed reports
The numbers your client practices ask for every month, sent on the first, without anyone building them.
One-off batch actions
Not everything needs a schedule. Select rows, pick an action, confirm once, done. Same guardrails, no recurrence.
Why this matters to the owner
Jobs running on your behalf are the reason a client stays.
A doctor's office does not switch billing companies over a rate card. It switches when nothing is happening. When there are standing jobs recovering coverage every month, statements going out on time, and a report in the inbox on the first, the relationship stops being a line item and starts being infrastructure. That is the whole point: we make the billing company hard to replace.
Questions billers ask
- What is a billing automation, exactly?
- A job you set up once that keeps running on a schedule. You pick the patients or claims on any list, pick what should happen to them, pick how often, and it runs. Coverage discovery, eligibility re-checks, monthly statements, an emailed report on the first of the month. The work happens whether or not anyone remembers to do it.
- How do I stop it from running up a bill?
- Any automation that costs money asks first, at a stated price, and every recurring job carries a monthly budget cap. If a run would cross the cap, the job pauses itself and tells you. Nothing paid ever fires on a job you did not price and approve.
- Does the list keep getting re-checked forever?
- Not for coverage discovery. When a patient turns up covered, they drop off the list, so the target list shrinks every run. You pay for the search that found the money, not for asking the same question about the same patient every month.
- What lands in my inbox?
- A summary email with counts and a link to sign in. Never patient details. Patient information stays inside the application, behind your login, by design.
- Can a job submit a claim on its own?
- No. Automations find things, check things, and prepare things. Sending a claim to a payer is always a person clicking send.
See it on a claim you recognize.
Fifteen minutes, screen shared, your workflow. No contract, no data required to start.
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