How it works
How a partnership with ZenHub actually runs.
From the first call to daily operations — here's exactly what working with us looks like, step by step.
Getting started
Fully operational in two weeks.
Setup & access
We get software access to your PMS, review your insurance contracts, audit your current credentialing status, and map your existing workflows. We need about 2–3 hours of your time total.
Shadow & calibrate
Our team shadows your existing process (if one exists), identifies gaps, and configures our daily workflow to your practice's patterns — appointment types, provider schedules, common payers.
Live coverage begins
Full team coverage starts. Channel manager is your single point of contact. The daily workflow runs from day one — 48-hour verifications, day-before confirmations, same-day support, next-day audit and claims.
The daily rhythm
What we do every single day — in four stages.
Pre-visit planning
Verify benefits for every patient on tomorrow's and the day-after's schedule. Enter eligibility into the PMS. Flag plan changes.
Why it matters: A denial caught two days ahead is a phone call. Caught at check-in, it's a re-schedule and a frustrated patient.
Confirmation & estimates
Confirm tomorrow's appointments. Calculate accurate out-of-pocket estimates. Send to patients so check-in is not a negotiation.
Why it matters: Surprise costs at the chair lose treatment and trust. Surfacing them ahead converts more plans.
Live support
Channel manager handles urgent verifications, schedule shifts, and same-day questions during your office hours.
Why it matters: Nothing on the day-of falls through the cracks because the office is busy. There's a parallel team holding it.
Audit & claims
Audit yesterday's procedures for accurate coding and attachments. Submit clean claims same-day. Post payments and work AR.
Why it matters: A claim filed tomorrow is paid in two weeks. A claim filed in a month is paid in three — if at all.
This workflow was built inside a live practice. It isn't theoretical. Every step exists because skipping it created a downstream problem — a denial, a surprise, a gap in AR.
Staying in sync
You'll always know what's happening.
Real-time coordination
Your channel manager is available via Teams or email during your office hours. Urgent verifications, schedule changes, and same-day issues handled in real time.
Written summary
A brief written summary of the week's work — claims filed, verifications completed, AR status, anything flagged or pending.
Aging & review
AR aging report, collection rate summary, and a short review of any recurring denial patterns or payer issues.
Your side of the partnership
We work best when you do three things.
Give us real access
Software login, phone system access if needed, and visibility into your insurance contracts. We can't verify benefits we can't see.
Tell us when things change
New provider joining, insurance contract update, change in appointment types. A two-minute message saves hours of rework.
Hold us accountable
If AR is creeping, claims aren't going out, or verifications are missing — tell us immediately. We'd rather fix a problem on day 3 than day 30.
Ready when you are
Seen enough to have a conversation?
Book a strategy call. Walk through how this would work specifically for your practice.
Replies within one business day · during your practice hours