Debt Recovery

Medical professionals widely use Raintree systems EMR, especially those practicing in Physical Therapy (PT, OT, ST), Rheumatology, Bariatrics, Pain Medicine and Pulmonology.

Already using Raintree Systems EMR? Have unpaid medical bills?  Need to transfer your overdue accounts receivable to a debt collection agency? Contact us You decide what should be the minimum outstanding balance eligible for collections. Only send accounts if a payment hasn’t been made in _(60/120/180) days. Send 5 collection demands to your patient or transfer directly for debt collection calls. You are in total control of the process. Dedicated small business debt collectors. Contact us for a demo of our free Raintree debt collection utility.

Raintree Software Benefits and Features

To run a successful medical practice in 2020, most practices need some software to help. Practice management software offers many features and benefits that allow practices to spend less time on this business end of the practice and more time focusing on what matters, caring for patients.

The problem is, every practice is different, and what is good for a cardiologist might not be suitable for a pediatrician. That is why specialists benefit most from software solutions tailored to their specialties. For physical therapists, Therapy Rehab Plus by Raintree Systems has provided specialized software for these types of practices since 1985. Here are some of this software’s biggest and best features and benefits.

“Tailored”, Not Just Customized

Like most practice management software solutions, Raintree uses words like “flexible” and “customized” to describe their offerings, but they take it a step further. Raintree integrates with your practice by offering “tailored” solutions, not vice versa. Their software is meant to manage your existing business and allow you to continue work the way you want. With this software, your practice can keep existing workflows, processes, and best practices. The software will make it all easier to manage.

The Raintree Implementation Experience

One of the biggest concerns that practices have about implementing practice management software is the time and money it will take to get it up and running. Integrating these dense systems into your practice can lead to downtime, things getting lost or missed, and more money than initially anticipated.

The Raintree Implementation Experience is an answer to these concerns. The company has a tried and tested system to get practices going with the software with minimal headaches. They will assign you a dedicated Implementation Team to help deal with any issues that arise and offer guidance and assistance until the system is up and running smoothly.

Tools Specifically Designed for Physical Therapists 

Practice management software is only as good as the tools it offers your practice. A one-size-fits-all software may have great tools, but if they aren’t designed with your specialty in mind, you may have to flex to use them effectively. With Raintree, you get an easy-to-navigate, single-screen dashboard with specially designed tools that physical therapy practices need. These tools include physical therapy-specific functions such as:

• Tracking multiple episodes of care in one patient record
• Provides workflows and templates specifically for physical, occupational, and speech therapy
• Can email or fax documents to referring and participating providers
• Uses an automated electronic insurance eligibility verification

These are just a few of the specialized capabilities this system offers. The system can also seamlessly connect all your departments so everyone in the practice is on the same page. They also offer specialized revenue cycle management (RCM) software to help your therapy practice stay on track financially while using these tools.

Conclusion 

There are a lot of great practice management systems out there, but there are very few that are specifically customized to be used by a certain specialty. That is what makes Raintree’s Therapy Rehab Plus system truly stand out. Having a software that is already tailored to your practice, coupled with the fact that Raintree is dedicated to getting your practice up and running on the system with as little hassle as possible, makes for a great practice management software solution experience.

 

 

For university bursars and CFOs, an unpaid tuition bill is more than a financial shortfall—it is a student retention crisis. Recent data indicates that nearly 43% of higher education providers are forecasting deficits in 2025 academic year. In an era where institutional sustainability is under fire, every dollar of uncollected revenue directly impacts the quality of student services and academic programs.

However, the traditional “hard-nosed” approach to debt collection often backfires in the education sector. With the Department of Education’s July 2024 ban on transcript withholding for aid-covered terms, colleges have lost a primary lever for recovery. To survive, institutions must shift from punitive measures to a diplomatic, compliance-first recovery model that protects the university’s reputation while securing its bottom line.

The University CFO/Bursar plays a crucial role in maintaining the financial health of the institution, they can rely on collection agencies to perform appropriate recovery services for active and inactive students.

The 4-Step Waterfall Strategy: Diplomacy Meets Results

At NexaCollect, we don’t treat students like debtors; we treat them as part of your community. Our 4-step process is designed to recover funds while maintaining the “Guest-Host” relationship essential to higher education.

Step 1: The “Soft Audit” Phase (Fixed Fee ~$15)

The most effective recovery happens early. Within the first 60–90 days, we send professional reminders in your institution’s name.

• The Goal: To nudge students who may have simply missed a deadline or hit a temporary FAFSA snag.

• The Benefit: You keep 100% of the recovery. It functions as a seamless extension of your billing department. Payments go directly to you.

Step 2: Formal Escalation (Fixed Fee ~$15)

If the “soft touch” is ignored, the account moves to formal demands under the NexaCollect name. This shift signals that the account is no longer an internal billing matter, often prompting immediate action from students looking to protect their credit before it escalates to contingency phases. You keep all money collected.

Step 3: Professional Recovery (40% Contingency)

For accounts over 120 days old, our recovery specialists engage in intensive, call-based negotiation. We operate on a “No Recovery, No Fee“ basis. Our team is trained to navigate “Service Dissatisfaction” disputes—a common excuse for tuition non-payment—by mediating between your records and the student’s concerns.

Step 4: Legal Escalation (Contingency + Costs)

For high-value balances or corporate-sponsored accounts that remain unresponsive, we provide attorney review and litigation support to obtain a judgment.

Need a Debt Collection Agency? Contact Us Serving universities and regional colleges nationwide

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Turning Debt Recovery into a Retention Tool

A student who drops out due to financial stress is a lost revenue source for the next three years. At NexaCollect, we use debt recovery as a reenrollment engine. Our collectors are trained to instruct students on completing their Federal Student Aid documentation.

The “FAFSA-Remittance” Strategy

The FAFSA is the entry ramp to federal grants and loans that many students depend on to afford college. We explain to students that by re-enrolling, they may qualify for Pell Grants covering up to 90% of their tuition, whereas dropping out leaves them 100% liable for the balance.

Below is a template you/we use during Step 1 to bridge the gap between “billing” and “financial aid support.”

Subject: Important: Your Enrollment Status & Financial Aid Options Dear [Student Name], Our records at [University Name] indicate an outstanding tuition balance of $[Amount] for the [Term] semester. We understand that navigating college costs can be complex, and our goal is to help you stay on track toward your degree. Have you completed your FAFSA for this year? Many students find they are eligible for federal grants or low-interest loans that can cover the majority of their balance. If you haven’t yet filed, please visit StudentAid.gov to ensure you aren’t leaving available funding on the table. If you are facing a change in financial circumstances (loss of income, medical expenses, etc.), you may be eligible for a Financial Aid Appeal. Please contact the Financial Aid Office immediately at [Phone/Email] to discuss your options. Please remit payment or contact us by [Date] to avoid registration holds for the upcoming term. > Sincerely, [University Billing/NexaCollect on behalf of University Name]

Bulletproof Compliance and Trust

Higher Ed is a highly regulated sector. A single compliance error can lead to a PR nightmare or a federal audit. We safeguard your institution with rigorous adherence to:

• FERPA & HIPAA: Ensuring all educational and medical records are handled with total confidentiality.

• FDCPA & TCPA: Protecting you from lawsuits and fines associated with improper contact methods.

• All 50 States Licensed: We can reach your students wherever they transfer or relocate.

• 4.85-Star Google Rating: We are one of the few agencies whose reputation is verified by the people we collect from.

Types of Debts for Colleges and Universities

Universities are complex institutions that have many financial aspects involved. Unlike most businesses where accounts receivables are for a single or small group of products or services, the types of debt college students may owe to a university are diverse and wide-ranging. These debts that sometimes go unpaid can include but are not limited to things such as:

• Tuition Fees
• Student housing charges
• Meal plans
• Library charges
• On-campus violations
• Administration fees
• And more

When these debts to universities go unpaid, it is vital to collect as much of the owed money as possible and in as timely a manner as possible. The university must collect to operate and students must fulfill their financial obligations.

The Bottom Line

Old university debt is often considered high-value because graduates’ ability to pay improves as they settle into careers. By moving to a professional, diplomatic third party at the 90-day mark, you maximize recovery while upholding your institution’s mission.

Stop letting “one more month” of promises drain your campus resources.

Contact NexaCollect Today for a Higher Ed AR Strategy Session

Trusted by businesses nationwide to recover millions in lost revenue annually. We combine a 75% success rate on viable claims with a diplomatic “Velvet Hammer” approach—ensuring you get paid without damaging valuable B2B relationships.

Commercial collection (also known as B2B debt collection) refers to the process of recovering money owed by one business to another. Unlike consumer debt, commercial disputes often involve complex contracts, supply chain issues, and multiple decision-makers.

Unpaid invoices can significantly strain a company’s finances. Businesses must partner with a dedicated collection agency to recover these funds swiftly—without draining internal resources. Our service is cost-effective, results-driven, and built on professionalism.

Quick Facts: Why Choose Us?

• High Success Rate: While industry averages sit between 15% to 40%, we achieve a nearly 75% success rate on viable debts (accounts under 300 days old backed by solid documentation). Fee communicated in advance after reviewing your case. Results may vary as viability depends on documentation, debtor solvency and dispute status.

• Business Credit Reporting: We report unpaid accounts to major Business Credit Bureaus. This affects the debtor’s ability to get future financing, creating a powerful incentive to pay you.

• No Risk Pricing: We operate on a contingency basis—No Recovery, No Fee.

• Nationwide Compliance: Backed by over 20 years experience, we are licensed in all 50 states and strictly follow the Uniform Commercial Code (UCC) and TCPA regulations.

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The “Velvet Hammer” Approach for B2B

A business debtor is often also a potential future client. We understand that preserving the business relationship is critical. Our collectors use a “Velvet Hammer” strategy: we are persistent and firm regarding the financial obligation, but professional and respectful in our communication. This approach recovers your money while leaving the door open for future business.

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Our 4-Step Commercial Recovery Process

Our commercial debt collectors utilize persistent contact, credit leverage, and skilled negotiation to resolve the vast majority of cases amicably, reserving legal action strictly as a last resort.

1. Investigation & Skip Tracing

Before making the first call, we investigate. We verify business status, identify key decision-makers (owners, CFOs), and check for bankruptcy filings. If a debtor has “ghosted,” our skip tracing tools locate them.

2. Strategic Demands & Credit Reporting

We use a multi-channel approach (calls, emails, and mailed notices). Crucially, we utilize credit leverage:

Impact: A negative mark on a business credit report (such as D&B, Experian, or Equifax) can block a company from getting loans or vendor credit. This pressure often forces immediate payment.

3. Negotiation & Mediation

Commercial debts often involve disputes over service quality or contract terms. Our specialists act as mediators to cut through excuses and secure full payment or enforce a structured settlement plan.

4. Legal Escalation (With Your Approval)

If a debtor has assets but refuses to pay, we can forward the case to our affiliated network of commercial litigation attorneys. We handle the paperwork and manage the process, so you don’t have to.

Need a Commercial Collection Agency? Contact Us Serving Nationwide – Low Fee

Industries We Specialize In

Commercial debt requires industry-specific knowledge. We have dedicated teams for:

• Construction & Contractors: Handling liens, material disputes, and general contractor issues.

• Manufacturing & Logistics: Collecting on unpaid freight bills, warehousing fees, and supply orders.

• Staffing & SaaS: Recovering service fees and contract buyouts.

• Wholesalers & Distributors: Managing high-volume, low-balance delinquent accounts.

• Commercial / Office leases 

Proven Results & Legal Authority

• Midwest Logistics & Freight ($140,000): Resolved a complex cross-border brokerage dispute in 22 days via targeted mediation, bypassing months of litigation.

• Industrial Manufacturing ($210,000): Recovered 100% of principal plus interest in under 45 days using “Corporate Diplomacy” to reconnect with new decision-makers after a client’s restructuring.

• Commercial HVAC Construction ($68,000): Secured a full retention payment in 24 days. By filing a “Notice of Intent to Lien,” we forced a developer to release funds to protect their property title.

Our Technical Edge: B2B Security

Secured Creditor Leverage: We specialize in UCC-1 filings and Mechanic’s Liens to “perfect” your security interests. This expertise ensures your business is moved to the front of the line during payment disputes or insolvency proceedings, providing the highest level of legal protection available.

Checklist: What We Need to Start

To achieve that 75% success rate, providing the right documentation is key. When you place an account, we recommend uploading:

• Copies of the original Invoices.

• The signed Contract, Purchase Order (PO), or Service Agreement.

• Statement of Account (showing payment history).

• Any relevant email correspondence regarding the debt.

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Frequently Asked Questions (FAQ)

What is the difference between Consumer and Commercial collections?

Consumer collections (B2C) are regulated strictly by the FDCPA to protect individuals. Commercial collections (B2B) are governed more by the Uniform Commercial Code (UCC) and contract law, allowing for different strategies and shorter timelines for resolution.

How much does it cost?

We work on a contingency fee model. Our rates typically range from 15% to 40% depending on the age of the debt, the balance size, and the complexity of the case. If we don’t collect, you don’t pay a dime.

Can you collect from a business that has closed down?

It is difficult, but possible. If the business had a “Personal Guarantee” signed by the owner, we can pursue the owner individually. If not, we check for assets or “successor liability” (if they opened a new business under a different name).

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Ready to Boost Your Cash Flow?

Don’t let unpaid invoices sit on your books. Statistics show that after 90 days, the chance of collecting a debt drops by 10% every month.

Get a Free Commercial Quote

Printing and mailing services have been performing a crucial role in the American marketing industry. They run into overdue accounts receivable often, which can impact their business dearly. Maintaining a good business relationship with clients is as important as it is to recover money from unpaid bills. Unpaid bills can create severe cash flow for businesses. Once a bill is over 90 days past due, it must be sent for collections to prevent further losses.

Need a Collection Agency: Contact Us

While almost every business has to deal with many of the same functions, each type of business goes about these functions in different ways. All businesses deal with things like sales, marketing, IT, finance, and more but, depending on your industry, the way you go about these aspects of business can be very different. The same applies to debt collection. The debt collection needs, rules, and regulations for printing and mailing service companies are unique to that specific industry and must be dealt with in certain ways. Here is what printing, signage and mailing service businesses need to know about debt collection.

Why Printers and Mailing Services Need Debt Collection 

The truth is almost all businesses will face situations where clients don’t pay in a timely manner, don’t pay in full, or don’t pay at all. For huge corporations, these outstanding balances can simply be absorbed and become tax write-offs. For small and midsize businesses (SMBs) the importance of collections is much greater.

For the printing and mail service industry, it is not uncommon to run into outstanding accounts receivable. It is an industry where many regular customers are extended credit on large printing runs or are billed monthly for quarterly for regular direct mail campaigns. Because of these scenarios, nearly every business will run into a situation where a client does not pay from time to time.

Commercial vs. Consumer Debt Collection 

 Printing and mailing service companies almost always deal directly with businesses or with customers using their services for activities that are “commercial in nature”. This means that to collect debts, companies in the printing and mailing service industry are not beholden to consumer debt collection laws.

The Fair Debt Collection Practices Act (FDCPA) protects consumers from unfair and overly aggressive debt collection practices such as excessive contact, threats, and additional fees. This only applies to B2C debt collection, not B2B debt collection. Because printing and mailing service businesses are dealing with business and business-like entities, these businesses enjoy much more leeway in how they can go about debt collection.

Just Because You Can, Doesn’t Mean You Should 

In some places, there is no law about texting while driving but that doesn’t make it any less safe or a better idea to do so. The same can be said about overly aggressive debt collection practices. While collecting a business debt you are allowed to call more often and at any time, make specific threats, and generally use most any tactic you can to get paid. While these practices may ultimately get the outstanding account paid, it may not be good for the long term health of your business.

Even though you are not bound by the FDCPA while collecting B2B debts, that doesn’t mean you shouldn’t abide by many of the tenets in that federal statute. It will help keep your good name as a business intact and maybe even allow you to keep a good customer even after having a payment issue. Some of the principles in the FDCPA to keep in mind are:

• Don’t call at unreasonable hours
• Don’t add unreasonable additional fees or interest that weren’t part of the original agreement
• Don’t broadcast the debt to the debtor’s customers or employees
• Lie about how much the debtor owes
• Don’t make false threats about suing or reporting the debtor or misrepresent yourself to intimidate the debtor

Let the Professionals Handle It 

The best way for printing and mail services businesses to make sure they are walking the fine line between making sure they get paid while simultaneously taking advantage of the relaxed B2B debt collection laws and not going too far, is to use a professional, ethical, experienced debt collection agency to help collect past due accounts. Commercial debt collection agencies will know exactly how aggressive they can be and how much they can push to get the debt settled. They will also know how to do this in a way that separates the collection practices form the company and keep your business relationships and reputation in good standing.

Bad Bedside Manner in Billing: Why Diplomacy is Your Best Collection Tool

In the medical world, a patient’s “financial hangover” often kicks in just as their physical recovery begins. When a person is staring at a stack of bills on their kitchen table, they aren’t just looking at numbers; they are looking at stress.

If your collection approach feels like a cold extraction, the patient will instinctively hide. But if your approach feels like a continuation of their care, your bill moves from the bottom of the “ignore” pile to the top of the “resolve” list.

Protect Your Practice’s Reputation & Cash Flow

Your Reputation, Our Priority

We understand that for medical professionals too, the number one concern when sending accounts to collections is ensuring that their patients are treated respectfully and not harshly. To guarantee this, all our calls are recorded and randomly reviewed, ensuring our team strictly adheres to our ‘minimal-stress’ collection policy.“

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The “Respect” Factor: Why Nice Guys Collect First

It’s simple human psychology: People pay the people they like (or at least the people who treat them with dignity). * The Bully Method: High-pressure tactics trigger a “fight or flight” response. The patient either disputes the bill out of spite or vanishes entirely to avoid the stress.

• The Nexa Diplomatic Method: We replace the “demand” with a “dialogue.” By reducing the cortisol levels in the conversation, we lower the patient’s defenses. When a patient feels heard and respected, they aren’t “settling a debt”—they are “closing a chapter” of their care with a provider they trust.

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Insights from the Front Lines: Lessons in Diplomacy

To truly reduce patient stress and prioritize your bill, we integrate three key principles from the field:

1. The “Typo” Trap: As noted in industry studies, a significant amount of patient “refusal” is actually confusion. A minor error in a name, insurance code, or contact detail can lead to a denial. Diplomacy means we double-check the bill before we demand payment. Solving a coding error for a patient earns a level of trust that no “demand letter” ever could.

2. The 5-Day “Clarity” Rule: Stress compounds over time. Sending out clear, accurate billing information within five days of service prevents the “bill shock” that leads to avoidance.

3. The Continuity of Care: A medical relationship shouldn’t end at the exit door. Diplomatic collections ensure that a financial hurdle doesn’t become a permanent barrier to future care. We help patients see that resolving their debt is the first step toward their next healthy visit.

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How Diplomacy Becomes Your Competitive Advantage

In a world of rising interest rates and inflation, your patient is playing “financial musical chairs.” Here is how diplomatic collections ensures your practice gets the last seat:

• Trust Trumps Threats: A patient who trusts you will be honest about their financial situation. This honesty allows us to create structured payment plans that actually stick, rather than empty promises made just to get a collector off the phone.

• Reputation as ROI: One “viral” negative review about a “predatory” collection agency can cost your practice tens of thousands in lost future patients. Diplomacy is the ultimate insurance policy for your brand.

• The “Hometown Hero” Shield: For local clinics, your patients are your neighbors. We act as a professional buffer, ensuring the financial friction never tarnishes the clinical relationship.

Nexa provides 100% reputation-safe, equipped with all 50-state collections license, offering free credit reporting, free litigation, free bankruptcy scrubs, and zero onboarding fees. Secure – SOC 2 Type II & HIPAA compliant. Over 2,000 online reviews rate us 4.85 out of 5. 

Need a Collection Agency? Contact us

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Frequently Asked Questions (FAQ)

1. Does being “nice” mean we collect less?

Actually, it’s the opposite. Our data shows that diplomatic mediation leads to higher long-term recovery rates because patients stay engaged instead of disappearing.

2. How do you handle “professional” avoiders?

Diplomacy doesn’t mean weakness. We are firm on the obligation but professional in the delivery. We use legal leverage as a last resort, always attempting to resolve the debt through mediation first.

3. Will the patient return to my practice after collections?

If the process is handled diplomatically, yes. We’ve seen many cases where a resolved debt actually restarts the patient relationship because the “shame” of the unpaid bill has been removed.

Compulink keeps your clinic busy. But is it keeping your A/R clean?

Compulink Advantage is pitched as an all-in-one platform – EHR, practice management, and revenue cycle management for specialties like ophthalmology, optometry, dermatology, podiatry, behavioral health, and more.

On top of the software, their AdvantageRCM service promises to “handle everything associated with billing your claims,” including claim scrubbing, payer follow-up, posting, and patient billing – with an average collection rate around 98% for the claims they manage.

That’s impressive.

But if you log into Compulink and see:

• Days in A/R creeping past 40–50 days

• A big chunk of balances sitting in 90+ day aging

• Patient A/R growing faster than your staff can chase it

…then you’ve hit the limit of what software + RCM can do on their own. That’s where a true collections strategy has to kick in.

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Quick reality check: what “healthy” A/R should look like

Most financial benchmarks for medical practices cluster around a few key numbers:

• Days in A/R (DAR / DSO)

  • Many sources put 30–40 days as a solid target.

  • Keeping DAR under 45 days is generally seen as acceptable; beyond that, cash flow starts to feel tight.

• A/R over 90 days

  • Best practice: keep less than 10% of total A/R in the 90+ bucket.

  • Once a balance passes 90 days, the odds of full recovery drop sharply.

If your Compulink reports show:

• Days in A/R >45, and/or

• More than 10% of receivables over 90 days

…you’re not just “a bit behind.” You’re sitting in the danger zone where many practices quietly write off money they’ve already earned.

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What Compulink actually handles well in the revenue cycle

To be fair, Compulink does a lot of heavy lifting already:

• EHR + practice management to streamline encounters, documentation, and scheduling.

• Integrated RCM (AdvantageRCM) for professional billing services:

  • Claim scrubbing and submission

  • Payer follow-up and denial work

  • Payment posting

  • Patient billing and statements

• Specialty-focused workflows (smart templates, niche documentation, etc.) that keep charge capture aligned with clinical reality.

Used properly, that stack should:

• Boost your clean-claim rate

• Reduce avoidable denials

• Keep most payments in the 30–40 day window

What it does not do is chase down seriously delinquent patient balances for months or years, or decide which accounts are worth sending to a collection agency.

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Where money still leaks out (even with AdvantageRCM)

Even with a strong system and an outsourced RCM team, there are predictable “leak points”:

• High-deductible and self-pay balances

  • Insurance might pay on time, but the patient portion lingers.

• Denials that are technically fixable, but practically ignored

  • The billing team is overloaded; some claims age out instead of being appealed.

• Patients who go dark

  • Email and portal messages bounce or are ignored; phone numbers change; addresses are stale.

• No hard “stop line”

  • Statements keep going out, but there’s no clear rule for when an account leaves Compulink/RCM and goes to third-party collections.

By the time a balance sits in 90–120+ day A/R, your odds of full recovery are far lower.

That’s exactly the range where a collection agency is built to operate.

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Turning Compulink reports into a collections pipeline

Instead of debating every old account in staff meetings, use Compulink’s data to make automatic, boring, consistent decisions.

Think in three steps:

1. Use Compulink to segment your A/R

From your Compulink Advantage or reporting module, regularly pull:

• A/R by aging bucket (0–30, 31–60, 61–90, 91–120, 120+)

• Separate insurance A/R vs patient A/R

• Optional: by location, provider, or specialty line (e.g., retina vs routine eye exams, med vs surg, etc.)

This isn’t just for a pretty dashboard. These buckets become rules.

2. Decide when a Compulink account stops being “ours”

Write simple, hard triggers like:

• Time rule

  • Any patient balance with no payment in 90+ days

  • Plus 3–4 documented contacts (statements, reminders, calls)
    → Eligible for external collections.

• Dollar rule

  • Very small balances (<$50–$100): either batch them for infrequent placement or write them off.

  • Mid-range balances (say $150–$750): placed at 90–120 days if unresponsive.

  • Larger cases ($750+ or $1,000+): get closer attention early and don’t sit beyond 60–90 days without a plan.

• Exception rule

  • Disputed cases, formal charity-care, or certain program patients can follow a different internal path.

Once this is on paper, your staff is no longer arguing case by case — they’re following policy driven by Compulink data.

3. Make the handoff simple

Whether you export via:

• A scheduled A/R aging export from Compulink

• A custom report filtered by your placement criteria

• A small in-house utility that formats files for your agency

…the key is that once a month (or once a week for large groups), your “collections file” is pulled and securely transferred to your chosen collection partner. No manual cherry-picking.

Recovered payments come back and are posted in Compulink like any other payment, keeping your books and your dashboards accurate.

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Sample policy you can adapt for Compulink users

Here’s a compact, “steal-this” version you can tweak:

• Send to collections when ALL of these are true:

  1. Patient balance ≥ $200

  2. No payment in 90+ days

  3. At least 3 touches (statement, portal message, or phone attempt)

  4. No active payment plan, no open dispute

• High-balance exception:

  • If balance is ≥ $1,000, escalate review at 60 days; if still no payment or arrangement by 90 days, move to collections.

• Low-balance sweep:

  • Once or twice a year, run a Compulink report for balances $50–$200 with 120+ days aging and either:

    • Place them in one batch with your agency, or

    • Write them off and clean the ledger

Tie this to the benchmarks: if your A/R over 90 days drops under ~10% and your days in A/R move toward the 30–40 day range, you’ll see the difference in your bank balance long before the next Compulink feature release.

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Why a Compulink-savvy collection partner matters

Compulink is heavily used in specialty practices (ophthalmology, optometry, dermatology, podiatry, behavioral health, pain, PT, etc.).

A good collection agency for Compulink users should:

• Understand specialty billing patterns (global periods, bundles, high-ticket procedures, recurring visits).

• Work from your Compulink exports without constant hand-holding.

• Respect your need for good patient relationships – especially in long-term specialty care.

• Stay fully compliant with HIPAA, FDCPA, and state collection rules.

You’re not looking to replace Compulink. You’re looking to finish the job Compulink starts by adding a focused recovery layer for the oldest accounts.

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Where Nexa fits into the Compulink picture

A quick clarification:

• Nexa is an information portal, not a collection agency.

• We do not call your patients, submit claims, or do credit reporting.

What we do:

• Talk with Compulink-based practices about their A/R numbers, patient mix, and pain points.

• Help you think through when to keep accounts inside your Compulink / AdvantageRCM workflows and when to send them out.

• Share your collection requirements with a shortlist of medical-focused, compliant collection agencies we believe can handle your type of receivables.

• Leave the choice — which agency, which accounts, when to start — entirely up to you.

If Compulink is doing its job but your aging report still makes you wince, you don’t need a new EHR.

You need a clear, Compulink-driven bridge from “overdue” to “paid” — so fewer of your charges die in the 90-day column and more of them show up where they belong: in your bank account.

Are you already using Compulink Dental Software? Have unpaid medical bills?  Need to transfer your overdue accounts receivable to a collection agency? Contact us You decide what should be the minimum outstanding balance eligible for collections. Only send accounts if a payment hasn’t been made in _(60/120/180) days. Send 5 collection demands to your patient or transfer directly for debt collection calls. You are in total control of the process. Dedicated small business debt collectors. Contact us for a demo of our free Compulink debt collection utility.