Professional AI Medical Billing Services FAQs

AI Billing Services, LLC, founded by Isaac Shepherd in November 2020, is headquartered in Richardson, Texas. Our team is composed of highly trained medical coders, billers, and auditors with decades of combined experience supporting a diverse range of healthcare providers—from large hospitals to solo practices. We also operate a dedicated 10-person patient call center that handles all billing inquiries, providing clear solutions to resolve patient concerns efficiently. Over the years, we've built strong working relationships with all major insurance payers, giving us direct communication channels to quickly address and resolve issues on behalf of your practice.

AI Medical Services offers billing services based on a percentage of revenue collected, typically ranging from 3% to 6%, depending on the size and specific needs of your practice. This includes collections from both insurance payers and patient payments. Since our compensation is directly tied to your success, we only get paid when you do, ensuring our focus is on maximizing your financial reimbursement.

To initiate services, a $500 deposit is required. This deposit will be credited toward your first month’s invoice once collections from the accounts we work on begin coming in. We can begin work within 24 hours of signing the AR Recovery Agreement, which will be sent via DocuSign.

Invoices are issued on the last day of each month, accompanied by detailed practice reports.

System Compatibility & Workflow Integration

AI Medical Services can work seamlessly with any Practice Management (PM) system you currently use. We have experience with over 100 different EMR and PM platforms and have developed custom Standard Operating Procedures (SOPs) for each system to ensure a smooth transition and immediate revenue flow.

Our team is well-versed in adapting to your existing setup, so there's no need to change systems—we integrate into your workflow to get results quickly and efficiently.

A denied claim refers to a claim that has been processed and the payer has found it to be not payable and must be appealed for reconsideration. A rejected claim refers to a claim that has not been received by the payers due to invalid or missing information provided, (i.e.: name and identification number do not match, invalid procedure and or diagnosis codes.) It can be resubmitted electronically immediately with correct information.

Because paper claims do not catch this information, the claims must first reach the payers and be denied, and then resubmitted with corrected information. This can take up to 3 weeks before it reaches the provider, whereas with electronically submitted claims, errors are caught before the claim reaches the payers.

We provide 24-hour turnaround from the receipt of data to claims submission for large and small accounts.

We strongly recommend setting up Electronic Funds Transfer (EFT) with as many payers as possible. EFT payments are deposited directly into your practice’s bank account, and the corresponding Electronic Remittance Advice (ERA)—which includes Explanation of Benefits (EOB) details—is accessible through the clearinghouse.

For payers that do not support EFT, payments will be issued by check and mailed directly to your office. In these cases, the checks and associated EOBs must be scanned and securely transmitted to AI Medical Services.

Our goal is to maximize electronic processing to improve efficiency and reduce delays. We handle setup with all eligible payers to streamline EFT enrollment. Additionally, a lockbox service can be arranged upon request for an additional fee.

Yes, we will handle billing directly with your patients. Regular patient statements will be generated to keep them informed about activity on their accounts and to clearly indicate when a balance is due.

If balances become delinquent, we initiate a polite and professional follow-up process that includes a series of letters and phone calls to help resolve outstanding payments.

AI Medical Services also provides a dedicated call center to manage all patient inquiries. Our team works closely with your patients to answer questions and assist with payments in a friendly, respectful, and compassionate manner.

Yes, AI Medical Services fully complies with all HIPAA privacy and security regulations. We conduct annual HIPAA compliance training for all staff, including our call center team, to ensure ongoing adherence to these standards.

As required by the Health Insurance Portability and Accountability Act (HIPAA) of 1996, we are committed to protecting patient health information and maintaining strict confidentiality. The Department of Health and Human Services sets privacy standards to safeguard patients’ personal health information (PHI) from unauthorized disclosure. Under the Final Privacy Rule, covered entities that electronically transmit health information must ensure the security and privacy of all personally identifiable information (PII).

To uphold these requirements, AI Medical Services performs regular compliance reviews, monitoring, and audits of our HIPAA practices. We take pride in maintaining full HIPAA compliance throughout all our medical billing services.