Every counselor bills their own way, in their own workbook, on their own laptop. Month end is a merge job. Med Claims Pro gives the firm one caseload, one receivables ledger, and an answer to “what are we owed?” that does not take a weekend.
One client list for the firm, not six. Files can be assigned, reassigned when someone goes on leave, and covered by a colleague without emailing a workbook around. The activity history travels with the case, so coverage does not mean re-reading a folder.
An office assistant who enters activities but cannot touch payments. Counselors who see their own files. An owner who sees everything. Set once, at the role level, so a new hire is configured in a minute rather than trusted with the whole database.
One ledger across every counselor and every payer. What the firm billed, what came back, what is short-paid, and which MCO, carrier or TPA is at sixty days — as one aging list instead of six spreadsheets that have to be reconciled first.
Billed hours, units, and dollars by counselor, by week, by payer. Not surveillance — the number you currently reconstruct from six workbooks when you are deciding whether to hire, or which referral source is actually worth the drive.
A firm’s history is years of client folders, weekly logs and billing workbooks spread across several machines and a shared drive. That is exactly the migration people put off for a year.
On the Practice tier the historical import is done for you — your existing folders, tracking logs and billing workbooks are read and brought in, and the folder structure you already use stays the folder structure. Onboarding also configures each counselor’s templates and each payer’s form, because in a firm they are rarely identical.
Practice includes all state packs, which matters if your counselors work across a state line — an Ohio VRCM and a Michigan provider under one roof bill two different systems, and both belong in the same ledger.
About $113 per counselor per month. A billing service at 6% of a firm billing $80,000 a month is $4,800 — and it still does not write anyone’s tracking logs.
Minnesota’s Department of Labor and Industry registers over 200 Qualified Rehabilitation Consultants across roughly seventy firms. Hourly invoices, R-forms, rehabilitation plans — multiplied by every QRC on the letterhead. Minnesota billing →
Georgia’s registered rehabilitation suppliers under Board Rule 200.1, and the catastrophic side, often practise in small groups with a shared administrator. Georgia billing →
Ohio VRCM practices with two or three counselors and one person who does the billing for all of them, across several MCOs. Ohio billing →
Field and telephonic NCM firms of two to ten, invoicing carriers and TPAs. Supported in every state today — no state pack required. Nurse case managers →
A firm database is a bigger liability than a solo one, so the architecture matters more, not less. The database and every generated document live on your own machines and in your own folders. Our server holds accounts and licenses — no claim numbers, no names, no notes, no documents. Cancel and it goes read-only: your records stay readable and exportable, which is the answer your own risk review will want.
Fifteen minutes, your state’s codes and both caseloads on screen, and the org-wide aging list at the end of it. Or call and ask — a person answers: 1-877-843-1717.
Each user has the software on their own Windows machine and their own login with their own role. The firm’s caseload and receivables are shared between them; the database and documents stay on your own machines and folders rather than on our servers.
Yes — that is what roles are for. A data-entry role can log activities and generate documents without access to payments, receivables or firm reports. Owners see everything.
Practice includes all state packs, so an Ohio VRCM billing MCOs in W-codes and a Minnesota QRC invoicing carriers by the hour can both work in the same firm ledger, each on their own state’s codes and forms.
On Practice we do it for you: we read your existing client folders, weekly tracking logs and billing workbooks and bring the history in, keeping your folder structure and naming intact. It is a read of your files, not a rewrite of them — nothing is moved or renamed without your say-so. On Solo and Professional the same import runs as a self-serve wizard, or as a $499 one-time service.
The software goes read-only for everyone. Every user keeps viewing and exporting their case files, documents and receivables, in your formats, indefinitely. No deletion, no export fee, and no contract to be released from.
Fifteen minutes, your state’s codes on screen — or start the trial and poke around on your own.