Stop letting unpaid patient balances bleed your practice. We recover revenue without ruining patient relationships—fully HIPAA compliant and audit-ready. With over 50% of our clients coming from the medical and dental fields, we are true specialists in the healthcare industry.
Why Choose NexaCollect?
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Transparent Pricing: Fixed fees starting at $15/account.
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No Recovery, No Fee: 40% contingency for older debts.
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Compliance First: 501(r) & No Surprises Act ready.
Respectful Treatment: It’s Our Policy, Not Just a Promise
Your patients deserve respect, even in collections. We understand that avoiding harsh tactics is your top priority. That’s why we record and randomly review our calls—to ensure our collectors always maintain our minimal patient stress policy and protect your practice’s reputation. We hold ourselves to this standard by recording and auditing our calls, ensuring every collector follows our signature minimal-stress approach to debt resolution.
Services and Fee Structure
Let your team keep the stethoscopes; we’ll handle your AR spreadsheets.
| Step | Service Type | What We Do | Fee Structure |
|---|---|---|---|
| Step 1 | First-Party Demands | Five polite payment reminders sent to the debtor in your name. | Fixed-Fee: $15 per account |
| Step 2 | Third-Party Written Demands | Five collection letters sent by our agency. | Fixed-Fee: $15 per account |
| Step 3 | Third-Party Collections | Persistent, professional phone outreach and resolution. | Contingency: 40% of amount collected |
| Step 4 | Legal Collections (client-approved) | Attorney-led action where appropriate. | Contingency: 50% of amount collected |
Healthcare Providers We Serve
We recover patient balances across every healthcare specialty and setting — with compliant workflows tailored to each provider type:
- Hospitals & Health Systems: 501(r)-compliant intake, FAP screening, ECA documentation, and high-volume account processing.
- Physician Groups & Multi-Specialty Clinics: Clean claim verification, EOB reconciliation, and payment plan enrollment before escalation.
- Urgent Care Centers: High-volume, lower-balance accounts processed efficiently with fixed-fee letter campaigns.
- Dental Practices: HIPAA-compliant dental debt recovery with patient-first communication that preserves recall rates and referral relationships.
- Behavioral Health & Addiction Treatment: Sensitivity-trained collectors who understand the unique stigma and privacy concerns in mental health billing.
- Ambulatory Surgery Centers (ASCs): Higher-balance accounts with complex insurance coordination — resolved via structured payment plans and portal enrollment.
- Home Health & Hospice: Balance billing recovery from families and patients in sensitive circumstances, handled with appropriate care and compliance.
- Physical Therapy & Chiropractic: High-frequency, moderate-balance accounts suited to our fixed-fee first-party demand service.
- Federally Qualified Health Centers (FQHCs): Sliding-scale and self-pay recovery with financial assistance awareness built into every outreach.
Medical office staff are frustrated with being forced into part-time debt collectors, as it distracts them from their primary responsibilities.
Quick start: Send 10–20 test accounts or a CSV export. We’ll review in 1 business day and recommend the lowest-friction path.
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Need a Medical Collection Agency? Contact Us Serving Thousands of Medical Professionals NationwideEasy to use • Fully Compliant with HIPAA, Federal and State Laws • USA Citizens-Only Team • 24×7 Secure Portal • High Recovery Rates • Expert Medical Collectors • Free Credit Bureau reporting • Low fee |
Why Medical Debt Collection Requires Dual Compliance: FDCPA + HIPAA
Most general collection agencies are only trained on the Fair Debt Collection Practices Act (FDCPA) — the federal law governing how debts can be collected from consumers. Medical debt collection adds a second, equally strict layer: HIPAA (the Health Insurance Portability and Accountability Act).
Here is how they interact — and why using a non-specialist agency creates serious risk for your practice:
| Requirement | FDCPA (all collection agencies) | HIPAA (medical only) |
|---|---|---|
| What it governs | How, when, and how often collectors can contact patients | How patient health information (PHI) is accessed, stored, and shared |
| Key obligation | No harassment, false statements, or unfair practices | Minimum necessary PHI only; signed BAA required with all vendors |
| Violation risk | Lawsuit by patient; FTC enforcement; $1,000/violation | OCR investigation; $100–$50,000/violation; potential criminal charges |
| Who is liable | The collection agency | The healthcare provider AND the agency (shared liability) |
The key risk for providers: If your collection agency mishandles PHI — even accidentally — your practice shares liability under HIPAA. A signed Business Associate Agreement (BAA) is not enough on its own; the agency must also have documented HIPAA training, secure data transfer protocols, and audit trails. Nexa Collections is fully SOC 2 Type II certified and HIPAA-compliant, with BAAs in place before any account is processed.
What Changed Recently (Why This Matters to Your Revenue)
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Credit reports: Medical debt is vanishing from credit reports. You can no longer rely on fear of credit damage. You need better communication strategies—which is exactly what we provide.
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No Surprises Act: Out-of-network emergency and post-stabilization charges have strong federal protections; our outreach aligns with those rules.
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Hospitals (501(r)): Nonprofit hospitals must screen for financial assistance before any extraordinary collection actions (ECAs). We document those “reasonable efforts” so you stay audit-ready.
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Policy watch: Regulations continue to evolve. We keep scripts, notices, and workflows current so your team stays compliant.
HIPAA, Privacy & Dignity
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We share only the minimum necessary PHI for payment/operations.
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Business Associate Agreements with all third-party vendors we engage.
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Scripts avoid clinical specifics; focus stays on balance, options, and empathy.
What We Need to Start
Invoices/statement • EOB (if available) • Patient contact info • Registration notes • Prior outreach logs • Financial-assistance status (if hospital)
Recent Results
• Multi-Specialty Clinic – $380–$1,400 balances – 72–118 days
Up-front estimate + two-way texting + 4-month plans → 82% resolved without ECAs in 30 days.
• Nonprofit Hospital Outpatient – $650 average – 95 days
FAP screening + plain-language bills + text-to-pay → 68% pay/plan within 21 days; remainder documented for charity review.
• Ambulatory Surgery Center – $1,200 average – 132 days
Portal enrollment + hardship tiers + autopay → 74% enrolled in plans, with <3% cancellations over 90 days.
FAQs
• Can unpaid medical bills still appear on credit reports?
Under current federal policy, medical bills are being removed from consumer credit reports used by lenders. We focus on communication, payment options, and (for hospitals) FAP screening.
• When should we place accounts?
After two unsuccessful internal attempts and by 60–120 days past due. Earlier placement = better patient recall and faster resolution.
• What counts as an “extraordinary collection action” (ECA) for hospitals?
Examples include liens, wage garnishment, adverse credit reporting, and non-emergent care denial due to past bills—and they’re considered only after documented FAP screening.
• Is sending a medical account to outside collections a HIPAA violation?
No—if you share the minimum necessary information for payment/operations and have a BAA in place.
• Do you handle surprise-bill disputes?
Yes—we explain protections under the No Surprises Act and help resolve misunderstandings about out-of-network emergency/post-stabilization charges.
Ready to Lower Bad Debt (Without Damaging Trust)?
Start with 10–20 test accounts or a payer-mix subset. We’ll map the shortest path: TOS optimization, payment plans, charity screening, or—only when necessary—post-screen escalation.