As a medical billing professional, you understand the intricacies of claims, payments, and revenue cycle management. Yet many practices still hesitate to outsource their billing unless they clearly see the value you provide. The challenge isn’t your expertise — it’s effectively communicating it to win more clients and scale your business.

Whether you’re an established billing company looking to grow or a biller interested in starting your own business, mastering client acquisition requires both strong sales fundamentals and the right technology partner. Here’s how to transform your approach to getting billing clients while leveraging Tebra’s platform to accelerate your growth.

Follow these strategies to gain more clients, backed by Tebra’s comprehensive solutions.

A well-honed sales strategy positions you as a trusted partner to your clients rather than just another billing vendor. Here are some strategic steps you can take:

Time your outreach: The most opportune time for medical practices to reevaluate their billing approach occurs at year-end or during the first quarter of the new year. Plan your outreach campaigns accordingly to capitalize on these natural decision-making periods.

Ask open-ended questions: Use open-ended questions to understand prospects and build meaningful relationships while identifying exactly what you need to demonstrate to win their business. 

Understand the business plan: Investigate their 3-month, 6-month, and 1-year growth objectives. Ask targeted questions that help you build customized solutions and articulate how your services will support their growth goals. For new practices, provide a checklist that outlines everything needed for a successful launch.

Offer credentialing and setup: Instill confidence in your onboarding process by explaining your credentialing and setup processes. Practices can lose valuable time, staff, and money through improper credentialing, so showcase how your expertise can prevent these costly mistakes.

Prepare for common objections: Prepare strategic responses to common objections regarding pricing, interest level, or competitor comparisons. Practice your delivery until responses feel natural and confident.

Explain the benefits of outsourced billing vs. in-house billing: Highlight the financial advantages of outsourced versus in-house billing, emphasizing employee cost savings, increased efficiency and accuracy, and the potential 5–10% increase in net collections that practices typically experience.

How Tebra helps: At Tebra, we work with medical billers of all sizes and varying specialties. Tebra customers can access diverse, proven sales strategies that other billing companies have used to help convert medical practices into customers.

A top competitive advantage in attracting medical billing clients is offering an integrated solution rather than standalone billing services. Integrated solutions — where billing and EHR software are connected — eliminate the friction of managing multiple vendors and platforms. 

Here are some additional benefits of a unified system:

Tebra’s all-in-one platform integrates EHR software with billing, scheduling, and reputation tools. Tebra customers can also access free product demos, training, and support to get their clients up and running.

It’s important to also consider practice clients who may use an existing EHR outside of Tebra. Choosing billing software that works with various EHRs will open the door to more clients.

How Tebra helps: Tebra’s Smart Connector facilitates HL7 integration — the global standards for transferring medical data — between external EHR systems and Tebra’s billing. This connectivity transfers patient demographic and financial data directly into the system, minimizing manual entry. The platform provides easy-to-use tools to exchange and accept information from external systems, layered with established business rules and logic to generate a clean upload of encounters and patient information.

Bob Trotta, Tebra customer and owner of Medical Claims Billing (MCB), serves 40 clients of varying sizes and healthcare specialties. Trotta shares this about Tebra's billing flexibility: “Tebra's billing solution can provide a flexible and user-friendly solution for medical claims billing, regardless of the various systems and platforms used by our clients.”

No matter which lane you choose, Tebra is able to support integrated and seamless workflows for you and your clients.

When choosing billing tools, RPA should be a top consideration. It can significantly enhance operational efficiency and data accuracy, though it’s not available across all software platforms. 

RPA offers the ability to leverage intelligent “bots” to perform manual, repetitive functions such as:

RPA implementation enables billing teams to process larger claim volumes with less resources, freeing up time for high-value activities such as client relationship management and business development. Automated processes can also help teams keep up with ever-changing compliance requirements, which can reduce risks while improving client outcomes. 

How Tebra helps: Tebra customers can specifically access these RPA features: 

Trotta describes RPA's impact on MCB's operations: "Implementing RPA has significantly improved our operational efficiency, client satisfaction, and financial outcomes.”

RPA helps Tebra’s clients drive efficiency, increase profitability, and improve revenue cycle management.

Successful medical billing client acquisition and retention depends on your ability to demonstrate measurable value through key performance indicators (KPIs). Practices need concrete proof that your services deliver financial improvements, not just operational convenience.

To start, here are areas to identify for clients:

The following are some additional KPIs you can report on:

The percentage of claims that are processed and paid by payers upon first submission, without any need for rework or resubmission.

To calculate: total number of claims submitted – number rejected claims ÷ total number of claims submitted

Target: >95%

The percentage of claims paid by the payer upon adjudication. 

To calculate: total number claims submitted – number denied claims ÷ total number claims submitted

Target: >95%

The total amount potentially due from payers and patients that was actually collected after excluding contractual adjustments or payer-disallowed amounts.

To calculate: total charges – payer disallowed amount ÷ total payments

Target: >95-99%

Tracking performance metrics allow you to pinpoint specific issues and address them. For instance, you may notice a client makes frequent errors that reduces first-pass claim acceptance rates. In this case, you can proactively recommend a fix like additional staff training. 

Developing, tracking, and reviewing KPIs fosters transparency and strategic decision-making, and allows you to focus resources on the areas that will deliver the greatest impact on practice performance. It also provides an opportunity to discuss any feedback or suggestions with your clients.

How Tebra helps: Tebra’s HIPAA-compliant data reporting and analytics tools make it easy for billing companies to demonstrate the value they provide. With Tebra, billers can export and organize raw data into unique datasets, generating custom reports based on each client’s unique needs. Billing companies can use Tebra’s technology to give their clients a full view of their financial health — whether it’s analyzing performance patterns, creating predictive models, or uncovering actionable insights that drive measurable business improvements. 

Many medical billing platforms sell billing services directly to physicians, putting them in direct competition with your offerings as a billing company. Tebra works to combat this by empowering billing companies with best-in-class software that they can use for their clients. You can confidently position your services alongside Tebra’s technology to bring speed to payment, drive growth, and maximize revenue for your customers.

Tebra’s billing partner program can transform how you approach medical billing client acquisition by providing the infrastructure and support needed to scale efficiently. Here are some of the benefits you can access as a Tebra partner: 

Opportunities are also available for Tebra partners to receive premium benefits, such as strategic account managers and outsourced billing leads. Choosing Tebra means you’ll have a true partner invested in your long-term success, ensuring you have the resources you need to scale and thrive.

Transform your medical billing business growth with these strategic steps that leverage proven sales techniques and Tebra’s partnership advantages.

Learning how to attract medical billing clients requires combining proven sales techniques with the right technology partnership. With the right approach and support from a partner like Tebra, you can build the foundation for sustainable, scalable growth for both your business and your clients.

Learn more about how your medical billing company can partner with Tebra today.