Multi-Location Occupational Medicine Provider Cuts Outstanding Patient Balances by Nearly 50% with Etactics intelliStatement

A multi-location provider reduced outstanding patient balances by almost 50% using Etactics’ intelliStatement. By automating physical statement campaigns, the organization recovered nearly $80,000 and resolved critical data inaccuracies without adding administrative burden.
Publish Date
February 18, 2026

🚀 What’s This Case Study About?

This study explains how automated patient statement campaigns help healthcare providers solve the challenge of rising outstanding balances and data inaccuracies. It walks through key strategies, real-world examples, and practical takeaways you can apply today.

Key Takeaways

  • ✅ This client cut outstanding patient AR by nearly 50% without adding internal staff.
  • ✅ Use statement automation to uncover and fix "messy" data in your PM system.
  • ✅ Recover nearly $80,000 in revenue through consistent, recurring physical mail outreach.

Who Should Read This?

This study is for Revenue Cycle Directors and Practice Managers trying to stabilize cash flow and reduce write-offs. It’s especially useful if you’re struggling with limited resources or a backlog of unverified patient balances.

At a Glance

Challenges

  • $160,000+ in outstanding patient balances
  • No established patient collections process
  • Inaccurate and outdated patient balance data
  • Need for a low-effort, low-cost collections solution

Solution

  • Etactics intelliStatement automated physical statement campaigns
  • Secure file uploads and recurring processing
  • Printed and mailed patient statements
  • Ongoing balance monitoring and trend analysis

Results

  • Outstanding balances reduced from $167,603 to $89,191
  • Nearly $80,000 in balances reduced
  • Approximately 47% reduction in patient AR
  • Improved patient balance accuracy
  • Sustainable, repeatable collections process established

The Situation

A multi-location occupational medicine provider operating approximately 44 sites depends on a complex ecosystem of third-party vendors to support billing, eligibility, and revenue cycle operations.

In February 2024, a large-scale cyberattack against a major healthcare technology vendor caused nationwide disruptions across the healthcare system. Claims processing delays, eligibility interruptions, and operational downtime affected providers at scale. 

The event highlighted how dependent healthcare organizations are on mission-critical third-party vendors — and how devastating those disruptions can be.

In response, this organization began reassessing operational risk and financial exposure. One area quickly surfaced as a concern: patient balances.

At the time, the organization had no formal patient statement or collections process and limited visibility into the accuracy of its outstanding patient AR.

The Challenge

The organization faced several compounding issues:

Large outstanding balances
More than $160,000 in unpaid patient balances.

No collection workflow
No standardized process for generating and sending patient statements or reminders.

Data quality concerns
Leadership suspected many balances were inaccurate, outdated, or duplicated.

Resource constraints
Building an internal collections workflow would require staff time, new tools, and operational overhead — potentially costing more than the balances themselves.

The organization needed a simple, affordable way to both validate balances and begin collecting without adding internal burden.

The Solution

The organization partnered with Etactics and implemented intelliStatement, using fully automated physical printed and mailed statement campaigns.

Patient balance files were securely uploaded, and Etactics handled statement production, printing, and mailing on a recurring basis.

During initial onboarding, Etactics helped uncover that a significant portion of balances in the first file were incorrect or outdated. Etactics worked with the organization to review the data and trace issues back to their practice management system.

The organization paused submissions, cleaned up its PM system, and submitted updated files.

This cycle repeated as data quality improved and statements were continuously mailed.

The Results

The first upload showed:

  • 1,381 documents
  • $167,603.15 total balance

Over time, as data cleanup continued and statement campaigns ran:

By January 2026:

  • 770 documents
  • $89,191.51 total balance

Impact:

  • Nearly $78,500 reduction in outstanding patient balances
  • Approximately 47% decrease in patient AR
  • Consistent downward trend in both document volume and balances

Additionally, the organization gained improved visibility into AR data quality and established a sustainable process for maintaining cleaner balances going forward.

Why it Worked

  • Automated physical statements delivered consistent patient outreach
  • No internal labor burden
  • Simple file-based workflow
  • Early identification and correction of incorrect data

What This Means For Similar Organizations

Healthcare organizations seeking to reduce financial risk and improve patient collections can leverage automated statement campaigns to recover revenue, improve data integrity, and establish predictable cash flow — even without digital payment channels.