THE WHOLE BILLING WEEK, FROM ONE GRID

One entry.
Every document downstream.

Thirty activities a day in tenth-of-an-hour units — W3220 for the notes you reviewed, W3235 for the progress report, W3020 for the assessment interview. You type each one once, as it happens. The daily log, the weekly tracking logs, the claim forms and the receivables build themselves from it.

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No card. No contract. Your data stays on your computer.
The mechanism, in one picture

Six minutes of work. Four separate acts of typing.

7:13 a.m. — you reviewed the employment specialist’s notes. Six minutes, one code. Tonight that entry goes into the daily log. Sunday it goes into the weekly tracking log. Then onto the claim form, line by line, six lines to a page. Then into the spreadsheet that tracks whether anyone paid it. Four copies of the same six minutes.

You type this, once:
7-23-2026   Renata Salcido   26-901404
W3220   0.1   $81.90   $8.19
Rec’d/rev’d ES notes [7:13am–7:25am] 12 min
The daily billing log (Excel)Writes itself as you type, in your workbook, in your column order.
The weekly Client Tracking Log (Word)One click per client. Your headings, your narrative, your file name.
The CMS-1500Right payer header, units the way the form wants them, automatic overflow at line seven.
The receivable rowEvery form becomes a tracked bill: sent, paid, short-paid, aging by payer.

Nobody ever built software for this job, so the job got done in Excel, Word and a PDF form-filler — and the retyping became the profession. That is the part we deleted.

End to end

How a billing week runs.

Five steps, Monday to the check. Everything after step one is something you review rather than something you type.

Monday to Friday

Type the work as it happens

Client, code, minutes, note. The rate, the claim number, the payer, the level suffix and the billing week fill themselves. Your daily Excel file saves itself as you go. The daily grid →

End of week — one click each

The documents generate

The weekly tracking log per client, in your Word template. The claim forms with the right payer header, the right units, automatic overflow onto B and C forms. Filed into your folders, named your way. Tracking logs →   CMS-1500 →

Before it goes out

Send it with proof

Check & fix errors runs the week first and itemises anything it corrected. Then the packet faxes from your own account with a cover sheet, and the confirmation files itself into the client’s folder. That confirmation is your timely-filing evidence. Sending with proof →

When the check lands

Record it once, allocate it across everyone

One MCO check covers a dozen claimants. Tick the bills it pays; overpayment is blocked and every dollar ties back to the form it paid. Anything short is flagged with the exact gap and the original form attached. Accounts receivable →   Short-pay recovery →

Any time you want it

See the whole business

Worked, billed, paid and still owed — kept strictly apart so nothing double-counts — by client, payer and code, with an aging list that names who is sitting on your money. Reports & aging →

The Weekly Billing screen in Med Claims Pro: ten clients for the week of 7-20-2026 with entry counts, week totals, and a Word, CMS and Fax button on every row.
One week, ten clients, $986.44. Each row carries its own Word log, its own CMS-1500 and its own fax — and the week’s totals were never typed anywhere. (Invented names, real codes, real MCOs.)
Everything it does

Twelve pieces of your week, and what each one replaces.

No feature here without a task you already do by hand. Follow any card for the detail — the arithmetic, the screenshots and the edge cases live on the feature pages.

Daily entry that fills itself

A grid that types like your own spreadsheet — same columns, same gridlines, same keyboard flow, right-click and column resizing included. The client fills the claim number and the payer; the code fills the current rate; the charge calculates live in 0.1-unit increments and the day totals as you go.

The Excel round-trip

Your real daily .xlsx writes itself while you type — your template, your column order, your live formulas. Edit a row by hand in Excel and the app reads that change back. The file and the screen never disagree, so nothing you already rely on breaks.

Weekly tracking logs, written

The narrative log your payer expects behind the bill — grouped by date, in your Word template, in your wording — generated per client per week and filed into that client’s folder under your naming convention. One click, ten clients.

CMS-1500s with automatic overflow

Six service lines fit on a CMS-1500. Line seven starts a B form on its own, line thirteen a C form. Correct unit math (0.1 becomes “1”, 23 miles stays 23), the right level suffix, the right payer header — and a receivable row per form, because that is how checks come back.

Receivables, in your Bill Tracker layout

Mark a week billed and its forms become tracked receivables in the same columns your Bill Tracker already uses. Record one payer check and allocate it across many claimants in one screen. Overpayment is blocked; every dollar ties to the form it paid.

EOB and remittance reconciliation

Post the EOB against the bills it pays. Payer reason codes are read and carried through — informational codes noted, real adjustments applied — so what the payer says and what you are owed line up line by line instead of at 11 p.m. on a Sunday.

Short-pay recovery

Billed $73.71, check says $57.57? The $16.14 gap is flagged the moment you record the payment, with the original form preserved, the balance computed and the rebill packet assembled. Underpayments stop slipping through quarter after quarter.

Reports and aging

Work performed, billed, paid and still owed — kept strictly separate so nothing double-counts. Broken down by client, payer, case type and code, with aging buckets that name who is sitting on your money and for how long.

Sending, with filed proof

Fax the finished packet from your own fax account with a cover sheet, and the confirmation files itself into the client folder as your timely-filing evidence. Direct e-billing for the mandate states is on the roadmap — we will tell you when it ships, not before.

Your folders, your filenames

A new client gets the full folder set created the way you already name them. Documents land inside your existing structure. Nothing is renamed or moved without your say-so, and every generated file opens in Word, Excel or a PDF reader with or without us.

Excel and Word are the interchange

No proprietary file format sits between you and your work. The daily log is a real workbook, the tracking log is a real .docx, the claim form is a real PDF, and every report exports to a spreadsheet your bookkeeper can open. Your fax goes through your own account.

Your files stay yours

Claims, notes and documents live in a database on your own computer, backed up automatically on every launch. Our server holds your licence and nothing else. Cancel and the software goes read-only — you keep viewing and exporting everything, indefinitely.

The check on the whole chain

Every number in the app can be traced to the six minutes it came from.

The risk with automation is not that it fails loudly. It is that the daily log says one thing, the Word log says another, the CMS-1500 totals a third, and nobody notices until an audit.

So the app checks itself. It walks every client-week and compares the daily entries against the filed Word log, the generated claim forms and the receivable. When they agree it says so. When they do not, it itemises the difference and offers to fix it — and tells you exactly what it changed.

“Checked 10 client-weeks across 1 week — your daily log, Word notes, CMS totals and AR all agree.” That line is on the home screen because a week that reconciles is the actual product.

What runs before anything leaves the building

Check & fix errors
Runs the week, itemises every correction it made, and never silently rewrites a billed amount.
Billed-week lock
Once a week is billed the amounts cannot drift away from the forms you filed.
Undo, always
Deleted entries are recoverable. Nothing is physically erased.
Backups
On every launch, rotating, on your own machine.
The arithmetic

A billing service takes a percentage. It still does not write your logs.

A service bills. It does not write the weekly narrative log, it does not watch your authorization burn-down, and it does not live in your client folders. You still do the documentation — and you pay a percentage on top of it.

Med Claims Pro is a flat monthly subscription with no contract: Solo $199, Professional $299, Practice $499 ($159 / $249 / $415 billed annually). Fourteen-day trial, no card. Sixty-day money-back guarantee. Full pricing →

Billing $13,600 a month
Billing service at 6% of collections$816 / mo
… and you still write the tracking logs
Med Claims Pro Professional$299 / mo
Who this is not for. We do not do chiropractic, physical therapy, behavioural-health or physician-office billing — daisyBill and the practice-management vendors serve those well and we would be the wrong tool. No hospital UB-04. This is workers’-compensation vocational rehabilitation and case management, and nothing else.

Fifteen minutes, your state’s codes on screen — bring one real week and watch it import. Or call and ask; a person answers: 1-877-843-1717.

Questions, answered.

Do I have to change how I work?

No. The grid works the way your spreadsheet works, the daily log is your own workbook, the tracking log is your own Word template, and documents land in the folders you already use with the names you already use. Onboarding configures your templates, folders, payers and state codes in the first week, and it is included in every plan.

What if I already have fifteen years of files?

Bring them. Import reads your existing daily logs, Bill Trackers and client folders and adopts the clients it finds, including their claim numbers and payers. It is read-only against your files — nothing is renamed or moved unless you say so.

Is my client data on your servers?

No. Claims, notes, activities and documents live in a local database on your computer and in your own folders. Our server stores your account and your licence — that is the complete list. How the architecture works.

Does it work if my week has more than six service lines?

Yes. The CMS-1500 holds six; line seven starts a B form automatically and line thirteen a C form, each a complete claim form with its own total charge and its own receivable row. Try the free line splitter.

Do you do e-billing or clearinghouse submission?

Not yet. Today it is fax with a filed confirmation, portal-assisted and paper — which is what most states still run on. Direct e-billing for the mandate states is on the roadmap. We will not tell you it exists before it does.

My state is not Ohio. Does any of this apply?

The week is the same everywhere: timed activities, a narrative report the payer expects behind the bill, a claim form or invoice, and money to chase. The codes, forms and payers are configured for your state during onboarding. Invoice-based nurse case manager billing works in all fifty states today. Find your state.

What does it cost, and what happens if I cancel?

Solo $199/mo ($159 billed annually), Professional $299/mo ($249 annually), Practice $499/mo ($415 annually); extra users $79 on Professional and $59 on Practice. Fourteen-day trial, no card, no contract. Cancel and the software goes read-only: you keep viewing and exporting everything, in your formats, indefinitely. Sixty-day money-back guarantee. Pricing.

See your own week run itself.

Fifteen minutes, your state’s codes on screen — or start the trial and poke around on your own.

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