Our Onboarding Guarantee
You're billing with Rcmaxis
in 30 days — guaranteed.
No months of setup limbo. No disruption to your clinical workflow. We integrate with your EHR, train your team, and have your first clean claims submitted within 30 calendar days — or we work the following month at no charge.
Zero disruption to patient care
No setup fees
Works with 40+ EHR systems
Backed by our money-back guarantee
Week by week
Your 30-day onboarding roadmap
Every step is owned by a dedicated Rcmaxis onboarding specialist. You provide access — we do the rest.
Week 1 — Days 1–7
Discovery & EHR Access
Kickoff call (Day 1)
Meet your dedicated account manager and onboarding specialist. Review practice profile, specialty mix, and payer contracts.
EHR / PM access (Days 1–3)
We connect to your EHR and practice management system. Works with athenahealth, Kareo, eClinicalWorks, Epic, and 40+ others.
Payer contract audit (Days 3–7)
We review every active payer contract, fee schedules, and current AR aging to set a performance baseline before Day 1 of billing.
HIPAA paperwork (Days 1–3)
BAA and all compliance documentation executed electronically. All data transmission is encrypted end-to-end from Day 1.
Week 2 — Days 8–14
Workflow Configuration
Charge capture setup
Your CPT and ICD-10 code library is configured for your specialty mix. Custom modifiers and billing rules are programmed to your payer contracts.
Eligibility verification workflow
Real-time eligibility checks are configured to run 72 hours before each appointment. Benefit details are pre-populated into your PM system.
Prior auth process mapping
We map which procedures require prior auth by payer, configure tracking in your PM system, and assign a prior auth specialist to your account.
Clearinghouse connection
EDI connections to your top payers are established and tested. 277CA acknowledgement monitoring is configured for real-time claim status.
Week 3 — Days 15–21
Testing & Staff Training
Test claim submission
We submit a batch of test claims to verify payer connections, scrubber rules, and coding logic before going live with real patient encounters.
Front desk staff training
Live training session for your front desk team covering insurance capture, co-pay collection scripts, and how to reach our team for urgent questions.
Dashboard access & training
You and your practice manager get access to your real-time reporting dashboard. We walk through KPIs, how to read AR aging, and weekly report format.
Dedicated communication channel
Direct Slack or email channel to your account manager is established. Response SLA is set. Escalation path for urgent issues is confirmed.
Week 4 — Days 22–30
Go Live & First Claims
First live claims submitted
Real patient encounter charges go through our scrubber, get coded, and are submitted to payers. 277CA acknowledgements confirm receipt within 24–48 hours.
Historic AR intake (if applicable)
If you're switching from another biller, we triage your existing AR and begin working open claims. No revenue is left on the table during transition.
Day 30 performance review
Your account manager presents a full 30-day report: claims submitted, clean claim rate, denials caught pre-submission, and projected monthly collections.
Guarantee confirmation
If we've met every milestone, we confirm the onboarding is complete. If any milestone was missed — for reasons within our control — the next month is on us.
Everything included
No hidden work. No add-on fees.
Every item in the onboarding is covered under your standard service agreement. There's nothing to unlock, upgrade, or purchase separately.
EHR / PM integration
Full bidirectional integration with your existing software. We connect once — all future encounters flow automatically.
- 40+ supported EHR systems
- No API development fees
- Bidirectional data sync
- ERA/EOB automation
Dedicated onboarding team
A named account manager plus a technical onboarding specialist own your transition from Day 1 to Day 30.
- Single point of contact
- Same-day response SLA
- Weekly status updates
- Escalation path defined
Historic AR audit
We review up to 90 days of prior claims to identify recoverable revenue before we even submit your first new claim.
- Denial pattern analysis
- Underpayment identification
- Open appeals triage
- Recovery estimate provided
Staff training
Live virtual training for your front desk and clinical staff covering the workflows that affect billing quality.
- Insurance capture protocols
- Co-pay collection scripts
- Prior auth intake flow
- Documentation best practices
Reporting dashboard
Real-time visibility into claims, collections, denial rates, and AR aging from Day 1 — no waiting for month-end reports.
- Live collections dashboard
- Weekly automated reports
- Payer performance breakdown
- Denial trend analysis
Compliance setup
HIPAA Business Associate Agreement executed Day 1. All transmission encrypted. Coding compliance review of your top 20 CPT codes completed before go-live.
- BAA executed electronically
- End-to-end encryption
- CPT compliance audit
- Payer enrollment updates
Why it matters
How our onboarding compares
The industry average for switching billing companies is 60–90 days of disruption and revenue delay. We've engineered that down to 30.
Onboarding milestone
Rcmaxis (30-day guarantee)
Industry average
First claims submitted
Day 22–25
Day 45–60
EHR integration complete
Days 1–3
2–4 weeks
Staff training delivered
Week 3
Often skipped
Historic AR reviewed
Included, Week 1
Not included / extra fee
Dedicated account manager
Day 1
After go-live (or never)
On-time guarantee
30-day or free month
None
Setup / onboarding fee
$0
$500–$2,000
The fine print (there isn't much)
Our guarantee in plain language
We don't hide behind legal language. Here's exactly how the guarantee works.
What "30-day guarantee" means
If your practice is not live and billing clean claims by Day 30, your next full calendar month of billing services is provided at no charge. That's it.
What counts as "live"
First clean claim batch submitted
Your practice is considered live when at least one batch of real patient encounter claims has been submitted to payers and 277CA acknowledgements have been received — confirming the claims entered payer adjudication.
What triggers the guarantee
Delays within Rcmaxis's control
The guarantee applies when delays are caused by our team — integration issues, configuration delays, or missed milestones. It doesn't apply to delays caused by late EHR access from your team, payer credentialing timelines, or provider availability for training.
What "free month" means
Full service, zero billing fee
If the guarantee is triggered, we continue all billing services for the following full calendar month and waive our percentage-of-collections fee entirely. You keep 100% of collections that month.
How it's activated
Automatic — no claim required
If Day 30 arrives and the live milestone hasn't been hit for reasons within our control, your account manager proactively applies the guarantee credit. You don't need to ask for it.
Common questions
Onboarding FAQ
Questions we hear from practices switching to Rcmaxis.
Will there be any gap in billing during the transition?
No. Our 30-day onboarding is specifically designed to eliminate billing gaps. We parallel-process setup while your current biller (if you have one) continues submitting claims. The cutover happens only when we've confirmed our system is ready. Most practices have zero days of billing interruption.
What do I need to provide for onboarding?
We need EHR/PM system login credentials, copies of your current payer contracts, NPI numbers for all billing providers, and one 60-minute kickoff call with your practice manager. Everything else — configuration, training, integration — is handled by our team.
What if I'm currently mid-contract with another biller?
We can begin onboarding during your notice period and go live the day your contract ends. We've helped dozens of practices navigate this transition without a single missed billing day. Our onboarding team will walk you through the handoff timeline at your kickoff call.
How long does EHR integration actually take?
For our 40+ pre-built EHR integrations (athenahealth, Kareo, eClinicalWorks, Epic, etc.), technical integration is typically complete within 24–72 hours of receiving credentials. For custom or less common PM systems, allow up to 7 days. Our technical team has never missed an EHR integration in a 30-day window.
Does the 30-day timeline work for larger multi-provider practices?
Yes. We've onboarded practices with 1 provider and practices with 40+ providers within 30 days. Larger practices get a larger dedicated onboarding team. The timeline doesn't change — the resources scale to match the complexity.
What happens to my old AR after we switch?
We audit up to 90 days of prior claims during Week 1 at no additional charge. Recoverable claims get worked by our revenue recovery team. Claims approaching timely filing deadlines are escalated immediately. You don't lose revenue just because you switched billers.
Start your 30-day onboarding today
Schedule a free consultation. We'll review your current billing setup, walk you through the onboarding timeline, and confirm your go-live date before you sign anything.