Implementation Timeline

Getting started with Arbitrus Task Manager is straightforward. Our proven integration process ensures you're operational within 30 days with minimal disruption to your existing workflows. Some integrations may take longer due to your internal systems or administrative requirements—we are here to help.

PHASE 1

Discovery & Setup

Initial Assessment

  • Systems Review: We identify your EHR, RCM, and payer contract systems
  • Data Mapping: Map your claims data fields to our platform
  • Security Setup: Execute BAA and establish secure data connections
  • NDAs: Non-disclosure agreements that will allow a deep dive

Technical Requirements

What We Need Access To:

Secure API or SFTP access to claims data • Access to remittance files (835) and claim files (837) • Designated IT contact for integration support

PHASE 2

Configuration & Testing

Data Connection

We support various integration methods, including:

  • API Integration - Real-time data sync (preferred)
  • SFTP Batch Processing - Scheduled file transfers
  • HL7/FHIR Interface - Standard healthcare messaging
  • On-Premises Server Integration

Business Rules Setup

  • Configure QPA thresholds for dispute initiation
  • Set up automated timeline tracking (30-day negotiation, 4-day IDR window)
  • Establish user roles and permissions
  • Import 6 months of historical claims for baseline

Project Proposal Presentation

Executive Stakeholder Review:

  • Live demonstration of configured platform
  • ROI projections based on your historical data
  • Workflow validation with department heads
  • Formal approval for production launch
  • Success metrics and KPI agreement

User Training

Quick-start training modules:

Platform Navigation

30 minutes

Claim Intake & Prioritization

45 minutes

IDR Submission Workflow

60 minutes

Reports & Analytics

30 minutes

PHASE 3

Go-Live

Final Testing

  • Process test claims through complete workflow
  • Validate document generation
  • Confirm payment reconciliation
  • Run performance checks

Launch Support

Dedicated Support During Launch:

Daily check-in calls during first week • Real-time issue resolution • Performance monitoring • Initial ROI tracking setup

POST-LAUNCH

Ongoing Optimization

📞 Accessible Customer Service

Available for immediate assistance and questions

📊 Monthly Check-ins

Regular reports and performance reviews

📈 Quarterly Business Reviews

Comprehensive ROI analysis and strategic planning

🔧 Continuous Optimization

Platform enhancements and workflow refinements

Integration Options by Provider Type

🏥 Large Hospital Systems

  • Direct EHR integration (Epic, Cerner, Athena)
  • Multi-facility consolidated reporting
  • High-volume batch processing
  • On-prem solutions available

🏥 Small Hospital Systems

  • Streamlined EHR integration
  • Right-sized implementation process
  • Cost-effective cloud-based solutions
  • Flexible deployment options

👨‍⚕️ Medical Groups & Practices

  • Cloud-based API connections
  • Simplified workflows for smaller volumes
  • Focus on high-dollar claims
  • On-prem solutions available

🏢 Ambulatory Surgery Centers

  • Specialized anesthesia billing integration
  • Facility/professional split handling
  • Rapid dispute generation for time-sensitive claims
  • On-prem solutions available

What We Need From You

Access Requirements

  • Claims data feed (API, SFTP, or HL7)
  • Historical out-of-network claims (6 months)
  • Payer contract information
  • Designated integration team contact

Time Commitment

  • 2-3 hour discovery session
  • 4 hours total training per user
  • 30-minute daily check-ins (first week)
  • 1-hour weekly optimization calls

Security & Compliance

All integrations include comprehensive security and compliance measures:

🔒 HIPAA-Compliant Data Handling
🔐 Encrypted Data Transmission
👤 Role-Based Access Control
📋 Audit Logging & Monitoring
📄 Business Associate Agreement (BAA)