ACCOUNTS RECEIVABLE

One MCO check. Fourteen claimants.
One screen.

Ordinary accounts-receivable software posts one payment against one person. Workers’ comp does not pay that way. The check that arrives Thursday covers most of a caseload and the remittance runs three pages. Record the check once, tick the bills it covers, and the arithmetic — including what came back short — is done before you close the window.

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No card. No contract. Your data stays on your computer.

Thursday’s mail

One envelope. One check. Nine names on the remittance.

You put the check next to the keyboard and open the Bill Tracker. Then you go down the remittance line by line, finding each claimant, typing the amount, the check number, the check date. Nine times. Then you add it up to see whether it matches the check, and it is off by sixteen dollars, and you start again from the top.

That is not a discipline problem and it is not your spreadsheet’s fault. Nobody ever wrote receivables software that understood a payer check paying twelve different injured workers at once, because the few thousand people who need it are spread across fifty different statutes. So the job got done by hand.

Here it is one screen. Pick the payer. Enter the check number, the date, the amount. Tick the bills it covers — amounts pre-fill from the balances, and you change any line the payer paid short. The applied total has to reconcile to the check to the penny before the screen will let you finish, so it cannot end up off by sixteen dollars.

What the check screen already knows

Every open bill: For that payer, across every claimant, with the balance still outstanding on each.
What you billed: The exact form, its lines and its total — locked since the day you marked it billed.
The gap: Billed minus applied, per bill, in dollars and cents, the moment you type the amount.
The remainder: Any part of the check you have not allocated yet, on screen, so nothing gets quietly lost.
Overpayment: Blocked at entry, with the billed and applying amounts shown side by side.

A real week, on screen

Ten bills. One check that paid four of them. $674.07 still out.

This is the Bill Tracker inside Med Claims Pro for one billing week. Invented names and claim numbers; real Ohio MCOs, real code rates, real arithmetic.

The Bill Tracker screen in Med Claims Pro for the week of 7-20-2026: ten bills across Sheakley, Spooner, AultComp, MinuteMen and Sedgwick, with a Total row of $986.44 billed and $312.37 paid.

Week of 7-20-2026: ten bills, $986.44 billed. One MinuteMen check for $312.37 paid four claimants at once — Osterhaus $115.57, Delaney $65.52, Hollins $73.71 in full, and Salcido $57.57 against a $73.71 bill. That last one is a $16.14 short-pay, flagged the moment the check was recorded. Six bills are still open, and the header says exactly what that is worth: $674.07 still owed.

Four claimants, one check, one entry. The $16.14 did not need finding — it announced itself. What happens to a short-pay next →

The mechanism

From “Mark billed” to the last dollar accounted for.

A receivable per form, not per client

The CMS-1500 holds six service lines. A busy week runs past that, so line seven starts a B form and line thirteen a C form — and each form becomes its own tracked bill, because that is the unit the payer actually pays against. Two forms, two rows, exactly like your Bill Tracker.

One check, many claimants

Record the check once against the payer, then tick everything it covers. Fourteen claimants reconcile in a single screen, and every allocation stays auditable afterwards — which bill, which line, which check number, which date.

The gap flags itself

Paid less than billed and the bill flips to Short paid with the missing amount to the cent, the original form still attached, and a place in the follow-up queue. No quarterly reconciliation project, no 11 p.m. cross-referencing.

Status, not a checkbox

Open, waiting, partially paid, short paid, overdue, resubmitted, recovered, closed. A bill that has been rebilled reads differently from one nobody has touched, which is the difference between follow-up and hoping.

Aging that names names

0–30, 31–60, 61–90 and over 90, by payer and by claimant, computed on open balances as of today. You can answer “who is sitting on my money and since when” without opening a spreadsheet. Reports and aging →

Written into your folder

The week’s Bill Tracker workbook is generated into your Accounts Receivable folder, named the way you name them — week range and all — alongside every other week you have ever filed.

The objection you are actually holding

“My Bill Tracker already works.”

It does. It has worked for fifteen years. It has the column your accountant reads first, the withholding set-aside you keep by hand, the merged header, the banded Total row, and the print setup that makes it fit one page landscape. It is right.

What is wrong is that you have to key the same check into it nine times. So we did not replace the workbook — we reproduced it. When Med Claims Pro writes your Accounts Receivable file, it writes your file: the same columns in the same order, the same Total line, the same frozen panes, the same page setup. The last fidelity pass compared 101 properties of the generated workbook against her template and found zero differences.

Open it in Excel afterwards and it is a spreadsheet, not an export. Type a check number straight into the cell if that is faster; hit Refresh from Excel and the app reads your edit back. Neither copy is the boss.

Bill Tracker - Accounts Rec. 7-20 through 7-24-2026.xlsx — Excel

	MCO	Client	Billed	Total Due	Paid	Check #	Balance
5	MinuteMen	Osterhaus, Kimberly	115.57	115.57	115.57	m-40118	=E5-G5
6	MinuteMen	Delaney, Marcus	65.52	65.52	65.52	m-40118	=E6-G6
8	MinuteMen	Salcido, Renata	73.71	73.71	57.57	m-40118	16.14
10	Sedgwick	Prather, Yvonne	32.76	32.76	—	—	32.76
11	Total		986.44		312.37		674.07

2026 Billing and receivables

The arithmetic

What the alternative costs.

The usual answer to “I cannot keep up with the receivables” is to hire a workers’-comp billing service at a percentage of collections. Typical is 5–8%. It bills; it does not write your weekly tracking logs, and it does not sit in your folders — so you still do the documentation, and you pay a percentage on top of it.

Service percentages are the July 2026 market range (5–8% typical; some start near 3%). Your own quote is the number that matters — ask for it, then compare.

Billing $13,600 a month
Billing service at 6% of collections$816 / mo
… and you still key the check into your workbook
Med Claims Pro Professional$299 / mo

What this is not. It is not general-ledger accounting — your books stay in QuickBooks and we push invoices and payments there rather than pretending to replace it. It is not clinical or facility billing: chiropractic, physical therapy, behavioural health and hospital UB-04 work are served well by other vendors, and we would be the wrong tool. This is workers’-comp vocational rehabilitation and nurse case management receivables, and nothing else.

Fifteen minutes, your payers and your workbook on screen. Or call and ask; a person answers: 1-877-843-1717.

Questions, answered.

Can one check pay bills for several different claimants?

Yes — that is the design, not a workaround. One payer check allocates across any number of bills and claimants in one screen. The screenshot on this page shows a single MinuteMen check of $312.37 paying four claimants, one of them short. Every allocation stays auditable afterwards: which bill, which check number, which date.

What if the payer overpays, or pays a bill twice?

Overpaying a bill is blocked at entry, with the billed amount and the amount you are applying shown side by side. If part of a check is still unallocated when you finish, that remainder is shown rather than silently absorbed — you decide where it goes.

Does it handle partial payments and second checks on the same bill?

Yes. A short-paid bill keeps its original form and its balance, and a later check can be recorded against the same bill — the workbook carries the second check number and date the way your own tracker does. Resubmission is a status, so a bill you have rebilled never looks the same as one nobody has touched.

We keep receivables in a spreadsheet. Do we have to give that up?

No. The workbook the software writes is your Bill Tracker — same columns, same Total line, same frozen panes, same print setup. The last fidelity pass compared 101 properties against the real template and found zero differences. You can also type into the workbook directly and have the app read your edits back.

Where does the receivables data live?

On your computer. Claims, bills, payments and the generated workbooks sit in a local database and in your own Documents folders; our server holds your account and your licence and nothing else. How the architecture works →

What does it cost?

Accounts receivable, check allocation and short-pay detection are in Professional at $299/mo ($249 billed annually) and Practice at $499/mo ($415 annually). Solo at $199/mo ($159 annually) covers the documentation chain without the receivables block. Fourteen-day trial, no card; 60-day money-back guarantee; no contracts. Full pricing →

One MCO check. Fourteen claimants.One screen.