A multi-location healthcare provider in South Carolina was struggling with inaccuracies in its accounts receivable (AR) records. More than 3,000 patient payments were misapplied by a former vendor, which led to balance discrepancies and administrative inefficiencies. By outsourcing Account Receivable Services to KnowVisory Global, the provider was able to correctly report the balance of open and aged AR balance, improve financial reporting at client level.
This case study shows how KnowVisory Global helped a U.S.-based healthcare provider improve its accounts receivable (AR) functions. By correcting thousands of misapplied transactions and introducing a structured reporting system, we helped the client overcome back-office inefficiencies and restore financial visibility like never before.
Introduction
A well-established healthcare provider offering comprehensive podiatric care across two South Carolina locations was facing a critical backlog in its accounts receivable (AR) processes. Their previous vendor had misplaced/ misaligned thousands of patient transactions, making it difficult to maintain accurate financial records.
By partnering with KnowVisory Global, the clinic regained control of its AR function and was able to establish a sustainable, scalable process.
The Problem
The client’s AR process was full of errors and overburdened due to:
- 3,000+ misapplied transactions left by a prior vendor.
- Limited visibility into collections, which hindered effective financial reporting and planning.
- Incorrect AR aging
- Unmatched AR Reconciliation, which impacted bank reconciliation.
These inefficiencies disrupted the revenue cycle and put unnecessary strain on staff.
Decision to Transition
Recognizing the severity of the backlog, the client decided to outsource their AR function. Their goals were clear:
- To correct the application of around 3,000 transactions
- To save their internal team from the heavy burden of manual reconciliations, allowing them to focus on patient care and other high-priority tasks
- To establish a process that ensures 99%+ accuracy in applying future payments.
- To set up structured weekly reporting for complete financial visibility
The Challenge
While the objectives were clear, execution came with multiple challenges:
- Historic Backlog – Transactions dating back to 2018 needed correction.
- Software Transition – Our team had to learn and adapt to Tebra quickly.
- Access Limitations – There was limited visibility into financial records, which required creative workarounds until broader access was granted.
The Solution
We implemented a structured approach to bring the client’s AR process back on track:
- Accurate Payment Application – Applied cash receipts directly against patient balances with precision.
- Historic Cleanup – Reviewed and corrected 3,000+ misapplied transactions as it was difficult to trace transactions in the bank statements for past years.
- Tebra Integration – Our bookkeeper used the client’s accounting platform for both input and reporting.
- Weekly Reporting – We developed an internal tracking system to share transaction summaries with the client consistently.
- Future-readiness – Our team recommended various process improvements to help the client scale their AR management as patient volume grows.
The Result
Conclusion
- The outcomes were both immediate and measurable.
- We were able to bring 99%+ Accuracy in payment applications.
- Over 3,000 Historic Transactions, dating from 2018 onward, were corrected in less than 4 months. This helps in eliminating long-standing discrepancies.
- We implemented an internal tracking mechanism to maintain transaction records, which are submitted to the client weekly for their review.
- Through weekly reports and real-time insights, we improved Financial Visibility into their AR processes.
- Accounts receivable management plays a critical role in ascertaining the financial health of any organization. By outsourcing AR services to KnowVisory Global, the South Carolina clinic was able to eliminate years of inaccuracies and regain financial clarity.
- Today, the client operates with a reliable, scalable AR system that enables its staff to focus more on what matters most – delivering exceptional patient care.