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The Billing Office Time Audit
Everything below prints clean — the website chrome stays behind. Grab your team’s honest numbers from last week, work the three steps, and the results will tell you where your floor’s hours actually go.
Step 1 — Map the hours
For each category: write who touches the work, then estimate hours per week across everyone who touches it. Use last week — the real one with the phone ringing — not an ideal week. Ask the people who do the work; owners guess low.
| Category | Who touches it | Hrs/week (all people) | Drag signals | Score 0–3 |
|---|---|---|---|---|
| Claim follow-upchasing status, re-touching the same claim, tracking who owns the next step | ||||
| Posting & EOB reviewreading EOBs line by line, catching denials and adjustments before posting | ||||
| Remit / 835 processingopening 835 files, turning remits into workable documents, filing them | ||||
| Appeals draftingwriting letters, hunting documentation, finding the right recipient | ||||
| Benefit verification & intaketaking requests by phone/fax, running checks, filling VOB forms, delivering back | ||||
| Cover sheets & packet prepassembling cover sheets, claims, and notes into submission packets | ||||
| Handoffs & reworkthe in-between: work waiting on someone, corrections, “can you resend that” |
Step 2 — Mark the drag signals
Hours alone don’t tell you where the pain is. For each category, write every letter that applies in the “Drag signals” column:
- I — Interrupted: the work rarely gets done in one sitting; it’s squeezed between phone calls
- R — Redone: it comes back — corrections, resends, retyping something that existed somewhere else
- W — Waiting: it stalls in a handoff; the next step lives in someone’s head or inbox
- M — Memory-dependent: only one person knows how to do it right
Step 3 — Score each category
Score each row honestly: 0 runs itself (low hours, no signals) · 1 managed (real hours, smooth, one signal at most) · 2 drags (meaningful hours plus two or more signals) · 3 daily pain (everyone knows this one — it shapes the whole day).
Reading your results
- Any category at 6+ hours/week with a score of 2–3 is an automation candidate — repeated, structured work a tool can carry
- A high “Handoffs & rework” row is usually the exhaust of the other six — fix the sources and it falls
- Lots of “M” marks mean the process lives in people’s heads — the riskiest drag, because it leaves when they do
- Multiply total weekly drag hours by your loaded hourly cost for the honest monthly number. Running this exact exercise on our own billing floor is what started ClaimVolt — our tools now return more than 60 measured hours of hands-on work a month in our office. Your number is yours; the audit will tell you.
Bring your audit to a free workflow review.
Twenty minutes with someone who runs a billing floor. We’ll go through your scores, show you which jobs our tools would take over — and tell you honestly which categories a tool won’t fix.
Request my workflow review