Background

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Agility RCM, led by Patricia Gaddis, is a specialized RCM firm with deep expertise in out-of-network (OON) billing for medical groups. Many of Agility’s clients—including spine and surgery practices—see a large percentage of claims from workers’ comp, no-fault, and union plans. These payers still rely on paper checks with paper EOBs, which historically meant endless manual posting and reconciliation.

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“With out-of-network claims, the remits and checks still arrive on paper. It’s a lot of pages, a lot of zero-pays—and a lot of manual posting. That’s where the lockbox matters most.”

— Patricia Gaddis, VP of Operations, Agility RCM

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The Challenge

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• Paper-Heavy OON Claims: Dozens of pages per remit, including lengthy zero-pays, consumed billing staff time.
  
  
• Manual Posting Burden: Teams had to scan, split, and manually enter data from every EOB and check.
  
  
• Legacy Bank Lockbox Failure: A previous bank solution was slow, lost mail, and didn’t integrate into billing workflows.
  
  
• Multi-Client Complexity: Each client had different EHRs, mail processes, and payer setups—leading to inconsistent workflows and inefficiencies across practices.
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The Anatomy Solution

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Anatomy Financial’s lockbox platform offered a single, standardized system across all Agility’s practices, providing:

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• Centralized Intake: All client mail routed through HIPAA-compliant PO boxes, eliminating scattered PDFs and inconsistent office handling.
  
  
• Digital Document Center: Mail is scanned, categorized, and searchable—organized like an email inbox instead of a stack of PDFs.
  
  
• Automated Posting: Paper EOBs are converted to 835s and flow through back into the EHR. Checks are deposited and reconcile with the remittance.
  
  
• Multi-Entity Management: Agility staff toggle across practices within a single login, with role-based access—streamlining operations while maintaining client-specific separation.
  
  
• Scalability: Adding a new practice or entity is as simple as spinning up another lockbox. No new training, no duplicate workflows.
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The Value of a Lockbox Across All Practices

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For a billing service, the lockbox is more than efficiency—it’s a competitive advantage:

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• Standardized Workflows: Instead of each client scanning and uploading mail differently, Agility’s staff see the same clean, digital workflow every time.
  
  
• Lower Labor Costs: Payment posters no longer spend hours on manual data entry. A single team can support more practices without adding headcount.
  
  
• Higher Accuracy: Eliminating manual posting reduces errors, missed EOBs, and payment delays.
  
  
• Client Transparency: Both Agility and its practices access the same portal, giving practices real-time visibility into mail, checks, and remits.
  
  
• Faster Onboarding: New clients can be live in weeks with a dedicated PO box, and OON remits can flow digitally from day one.
  
  
• Business Differentiation: By offering lockbox-powered automation, Agility demonstrates measurable ROI to clients—turning billing services from a cost center into a growth partner.
  
  

“The traditional banks just don’t get it. They think a lockbox is only for depositing checks, but in medical billing the mail matters even more. By using Anatomy across all our practices, we’ve created one standard, automated process that works for everyone.” — Patricia Gaddis

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Bottom Line

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By adopting Anatomy’s lockbox across all practices, Agility RCM turned the out-of-network paper problem into a scalable advantage. Manual EOB handling, inconsistent client processes, and missed remits are replaced with automation, accuracy, and transparency—delivering stronger outcomes for both Agility and the practices it supports.