Workflow Management: Connect the steps

Q. What are the biggest documentation roadblocks from intake to billing, and how can I reduce delays?  

A. The most common roadblocks come from disconnected steps across the patient journey—especially during intake, order creation and insurance verification. When documentation requirements aren’t clearly defined or captured upfront, it creates bottlenecks that ripple through to billing and lead to delays or denials.  

Success starts with building structured workflows that prompt users for the right information at the right time. For example, capturing all required documentation during intake—not after the fact—makes everything downstream smoother. That includes physician orders, chart notes and insurance documentation. If those elements aren’t complete, the claim stalls or, worse, gets denied.  

One best practice is real-time documentation validation. Many platforms flag missing or mismatched information before it ever gets submitted. That way, staff can fix issues early, rather than scrambling to correct rejected claims days or weeks later.  

Another key is unifying intake and billing workflows so that teams aren’t working in silos. When everyone has visibility into what’s been collected and what’s still needed, handoffs become seamless, and the process feels less reactive.  

Ultimately, streamlining documentation isn’t just about speed—it’s about accuracy. When done right, providers reduce rework, speed up reimbursements and can focus more on delivering care. That’s a win for the entire organization.  

Josh Lau is CEO of Nymbl Systems. Reach him at josh@nymbl.systems.