Track unpaid therapy claims
Every claim that hasn't paid shows its status, age and next step, so nothing sits for 90 days.
Finance · Healthcare practices · On a schedule · Updated
Works with
- Slack
- Airtable
- Microsoft 365
Slack
Airtable
Microsoft 365How do you follow up on unpaid therapy claims?
To follow up on unpaid therapy claims, set a weekly Loop. Maito reads claims from your practice system, lists those unpaid after 30 days, sorts them into pending, rejected and denied, groups shared errors, flags likely duplicates, and posts them in Slack with a suggested next action and owner.
How it's done today
The biller keeps a separate spreadsheet of unpaid sessions and checks it when time allows.
What Maito does
- Match submitted claims to payer reports and service dates
- Sort pending, rejected and denied
- Assign the next action for each
- Flag likely duplicate resubmissions
Example
Loop run: Monday 9:00 AM · Claim follow-up
23 claims are over 30 days, worth $3,870. Pending, 9 claims, $1,410: payer has it, nothing wrong. Oldest is 41 days with Globex Health. Rejected, 8 claims, $1,390: never reached the payer. 5 share the same error, a missing rendering provider ID. Denied, 6 claims, $1,070: payer reviewed and said no. 4 are for session dates after the authorization ended Sep 30. Catch: claims 7 and 8 were rejected on Sep 12, but the practice system shows both resubmitted on Oct 2 and Oct 9. If the first resubmission went through, the second will deny as a duplicate. From the practice system and the payer reports. Hannah, I've assigned the 5 same-error rejections to you as one batch.
@Maito hold the denied ones. I'll talk to Dr. Reyes about the authorization before anything is appealed.
Held. The 6 denied claims are marked waiting for Dr. Reyes with no action assigned. I'll bring them up again next Monday unless you close them.
Maito (9:00 AM):
23 claims are over 30 days, worth $3,870.
Pending, 9 claims, $1,410: payer has it, nothing wrong. Oldest is 41 days with Globex Health.
Rejected, 8 claims, $1,390: never reached the payer. 5 share the same error, a missing rendering provider ID.
Denied, 6 claims, $1,070: payer reviewed and said no. 4 are for session dates after the authorization ended Sep 30.
Catch: claims 7 and 8 were rejected on Sep 12, but the practice system shows both resubmitted on Oct 2 and Oct 9. If the first resubmission went through, the second will deny as a duplicate.
From the practice system and the payer reports. Hannah, I've assigned the 5 same-error rejections to you as one batch.
Hannah (9:25 AM):
hold the denied ones. I'll talk to Dr. Reyes about the authorization before anything is appealed.
Maito (9:26 AM):
Held. The 6 denied claims are marked waiting for Dr. Reyes with no action assigned. I'll bring them up again next Monday unless you close them.
How to set it up
- Ask your agent
“Every Monday at 9, list insurance claims unpaid after 30 days. Show whether each is pending, rejected or denied, how old it is, and who should act. Post in #billing.”
- Connect spreadsheet
- Airtable
- Microsoft 365
- Use practice management software
- Clio
- Dentrix
- Jane
No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It doesn't change billing codes or give coverage advice. A biller decides how each claim is resolved.
Questions
No. Your biller does that. Maito lists, sorts and assigns.
Rejected claims never reached the payer; denied ones were reviewed and refused. It sorts them by status and groups common errors.
Your practice software such as Clio, Dentrix or Jane through a skill with a login in the Vault, plus an Airtable or Microsoft 365 spreadsheet.
