Medical Billing Software Collections Guide
HIPAA-compliant collections for practices and hospitals on any billing platform. Send the files your system already exports; we return payment files.
- No recovery, no fee
- Licensed where required
- HIPAA compliant
Healthcare providers using modern billing software still struggle with patient balance collections. At Midwest Service Bureau, we accept placement files exported from Epic, Cerner, MEDITECH, athenahealth, eClinicalWorks and other medical billing platforms by SFTP or CSV upload, and return payment files, while maintaining HIPAA and Regulation F compliance.
MSB is not affiliated with, certified by, or a partner of any software vendor named here; names describe the export formats we accept.
Common Medical Billing Software Collections Challenges
- Patient balances accumulate in AR for 90+ days without strategic collection activity
- Staff lack specialized training on compliant self-pay collection techniques for specific platforms
- EHR workflows don’t hand off cleanly to professional collection processes
- High-deductible health plans create larger patient responsibility amounts requiring expert handling
- Manual processes consume valuable administrative time and clinical resources
- Complex compliance requirements (HIPAA, 501(r), No Surprises Act) complicate collection efforts
Accounts are worked under MSB's FDCPA, Regulation F, FCRA and HIPAA compliance program, and MSB signs a Business Associate Agreement with each healthcare client before it receives patient information. For the full healthcare program, see medical and healthcare debt collection.
Systems We Accept Files From
Each row names a system whose standard export we accept. MSB is not affiliated with, certified by, or a partner of any software vendor named here; names describe the export formats we accept.
| System | Type | What we accept | What we return |
|---|---|---|---|
| athenahealth | EHR / practice management | Patient account export (CSV or flat file) by SFTP or secure upload | Payment file for posting |
| Cerner (Oracle Health) | EHR / practice management | Patient account export (CSV or flat file) by SFTP or secure upload | Payment file for posting |
| eClinicalWorks | EHR / practice management | Patient account export (CSV or flat file) by SFTP or secure upload | Payment file for posting |
| Epic | EHR / practice management | Patient account export (CSV or flat file) by SFTP or secure upload | Payment file for posting |
| MEDITECH | EHR / practice management | Patient account export (CSV or flat file) by SFTP or secure upload | Payment file for posting |
MSB Billing Software Collections Workflow
- Placement file: your team sends the account export your system already produces, with patient demographics, dates of service and balances, by SFTP or secure upload.
- Review and notice: MSB reviews each account and sends the validation notice.
- Contact: accounts are worked by phone, letter, email and text within Regulation F contact limits; patients can pay at www.msb-bill.com or by calling (800) 362-0272.
- Payment file: MSB returns a payment file your team posts to your system. MSB does not write directly into your EHR.
- Reporting: the client portal shows account status and payment history for every placed account.
FAQ
Frequently Asked Questions
We accept placement files exported from Epic, Cerner, MEDITECH, athenahealth, eClinicalWorks and most other billing platforms by SFTP or CSV upload, and return payment files. MSB is not affiliated with, certified by, or a partner of any software vendor named here; names describe the export formats we accept.
Through a documented compliance program: dedicated compliance staff, call review, Regulation F contact controls, and HIPAA safeguards for patient information, including Business Associate Agreements with healthcare clients.
Recovery depends on account age, balance size, and placement timing, not on the billing platform, so we do not publish platform-specific recovery figures. Accounts placed early recover best.
Yes. We manage patient payment plans and return plan status and payments in files your team posts to your EHR. We do not write directly into Epic MyChart, Cerner, athenahealth or other vendor systems.
Clients with already combined, ready-to-import account data can be live in under 24 hours. Custom file layouts, scheduled SFTP feeds and database exports typically take 5–10 days to set up.
Clients use our client portal for account status and payment-history reporting, and receive payment and status files in the format their team already posts.
Ready to Get Started?
Contact us for a free consultation. We will review your current collection process and explain how a placement with MSB works.