CASE STUDY
How Maine Optometry Streamlined Their
Collection Process
with BillFlash Integrated Collections Services
Explore how Maine Optometry boosted cash flow and increased patient satisfaction with BillFlash Integrated Collections in this case study.
About Maine Optometry
Maine Optometry is a bustling optometric practice with seven locations, 20 doctors, and over 60,000 patient exams annually. Managing patient payments and collections for such a high-volume practice is no small feat, and Nicholas Vaccaro, Director of Finance, oversees it all—from insurance collections to daily financial operations. Recognizing the need to optimize their processes, Maine Optometry turned to BillFlash Integrated Collections Services to address their challenges.
Challenges Before BillFlash Integrated Collections Services
Prior to implementing BillFlash, Maine Optometry faced several challenges in their collection process:
- Staffing and Training: Ensuring adequate staffing and training to manage patient billing and collections consistently was a constant struggle.
- Inefficient Manual Processes: Sending accounts to collections required cumbersome, time-intensive workflows, including manually compiling spreadsheets and coordinating with an external collections agency.
- Patient Education: Many patients struggled to understand their insurance coverage, particularly the distinction between vision and medical insurance, which led to confusion and delayed payments.
- Limited Payment Visibility: The collections agency they previously used lacked transparency, providing little to no feedback on the status of collection efforts.
Why Maine Optometry Chose BillFlash Integrated Collections
BillFlash’s solution stood out for its ease of use and seamless integration into Maine Optometry’s workflow. Nicholas Vaccaro highlighted the service’s simplicity: “Uploading a file and checking off accounts for collections is a huge time saver compared to manually managing spreadsheets and individual account follow-ups.”
The decision to switch was driven by:
- The need for a more efficient and automated process.
- Confidence in BillFlash’s integrated platform that allowed for better visibility and control over collections.
- The ability to streamline staff efforts and allocate resources more effectively.
Implementation and Initial Results
Transitioning to BillFlash was straightforward and immediately reduced the administrative burden on Maine Optometry’s staff. Key outcomes included:
- Time Savings: The intuitive process for sending accounts to collections freed up significant staff time.
- Increased Monthly Collections: Maine Optometry saw a $10,000 to $15,000 increase in collections during the initial months, driven by improved online payment adoption.
- Enhanced Transparency: With the introduction of detailed notes on collection accounts, the practice gained better insight into collection efforts, boosting confidence in the service.
Key Benefits Realized
- Simplified Processes: Automated workflows and fewer manual tasks enabled staff to focus on higher-value activities.
- Improved Patient Engagement: The enhanced service ensured that patients were better informed, resulting in more timely payments.
- Scalability: The ability to send thousands of statements and manage collections seamlessly has positioned Maine Optometry to scale their operations without adding administrative overhead.
Why Maine Optometry Recommends BillFlash Integrated Collections Services
For practices managing high patient volumes, BillFlash Integrated Collections Services provides an unparalleled combination of efficiency and transparency. “For anyone that needs a service to handle collections seamlessly, I’d highly recommend BillFlash,” said Nicholas. “The ease of sending accounts to collections and the improvements in transparency have been game-changers for us.”
“For anyone that needs a service to handle collections seamlessly, I’d highly recommend BillFlash. The ease of sending accounts to collections and the improvements in transparency have been game-changers for us.”
- Nick Vacarro | Director of Finance | Maine Optometry