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The Revenue Cycle Power Plan

This is our strategic framework for transforming raw Epic data into focused, actionable intelligence. We will systematically dissect our performance, identify revenue leakage, and implement data-driven solutions to optimize the financial health of our newly merged organization.

Purpose of This Meeting

This is our internal, analyst-led working session. The objective is to move beyond surface-level reporting and conduct a rigorous **root cause analysis** of our key revenue cycle metrics. We will isolate trends, quantify their financial impact, and formulate the data-driven narrative that will be presented to leadership.

Tentative Agenda

Hour 1: Denial & Trend Analysis
(0-15 min)
High-Level Snapshot: Establish our weekly baseline by running pre-built Reporting Workbench reports. We're tracking week-over-week KPIs for denial volume, dollar amount, and initial denial rates by major payer and service line.
(15-45 min)
Root Cause Analysis Drill-Down:
  • Isolate the top 3-5 denial reason codes by financial impact.
  • Select the #1 reason and perform a targeted drill-down. We're looking for the source: Is it a specific clinic? A single provider? A faulty workflow? This is where we find the "why."
(45-60 min)
Merger Impact & Synthesis: Segment top denial trends by legacy vs. new organization. This helps us spot critical integration-related issues (e.g., credentialing, contract alignment) that require immediate escalation. We'll wrap by framing our initial findings.
Hour 2: Write-Off & Opportunity Analysis
(0-20 min)
Avoidable Write-Off Review: Pull and analyze the Avoidable Write-Off Report. We're not just looking at the total; we're categorizing by reason (Timely Filing, No Auth, etc.) to understand our biggest areas of preventable revenue loss.
(20-45 min)
Opportunity Mining: Shift from defense to offense.
  • Review payment variance reports to spot and quantify underpayments.
  • Identify "positive deviants"—departments or workflows with exceptionally low denial rates—to codify and share their best practices.
(45-60 min)
Build the Leadership Narrative: Consolidate our analysis into a clear, concise story. We will identify our top 3 "problems" (denials/write-offs) and top 1-2 "opportunities," supported by hard data and ready for the leadership sync.

Purpose of This Meeting

This is our weekly strategic touchpoint with leadership. The objective is to present our analytical findings in a clear and compelling way, moving beyond data points to **data-driven storytelling**. We will facilitate a discussion aimed at securing decisions, removing roadblocks, and fostering a culture of accountability across all departments that impact the revenue cycle.

Tentative Agenda

(0-10 min)
Executive Summary & KPIs: Start with the bottom line. Present the week-over-week dashboard view of key performance indicators. Immediately highlight the one or two most critical trends that require leadership's focus.
(10-30 min)
Deep Dive on Key Trends: Present the analysis of the top 2-3 denial and write-off issues. For each, clearly articulate the **problem statement**, the **financial impact**, and the identified **root cause**. Use visuals to illustrate the scale of the issue.
(30-45 min)
Opportunity & Best Practice Showcase: Share the positive findings. Showcase a department with a stellar clean claims rate or a significant appeal overturn. This demonstrates what's working and provides a model for success.
(45-60 min)
Action Planning & Accountability: The most critical phase. Facilitate a collaborative discussion to define a concrete action plan. For each issue, we will leave the meeting with a clear consensus on:
  • The Action: A specific, measurable task.
  • The Owner: A named individual responsible for execution.
  • The Deadline: A realistic date for completion.

Email 1: Heads-Up for Leadership Sync

Subject: Heads Up: Key Rev Cycle Trends for Our Sync This Thursday Hey Team, Just wrapped up our weekly Epic data dive and wanted to give you a quick preview of what we’ll be covering in our leadership sync on Thursday. We’ve identified a few key revenue integrity trends that need our attention. Our main discussion points will be: - Top Denial Driver: A significant spike in denials for [Insert Top Denial Reason] from [Insert Payer/Department]. We've drilled down to the potential root cause. - Write-Off Concern: We had about $XX,XXX in avoidable write-offs last week, primarily due to [Insert Top Write-Off Reason]. - Positive Trend: On a good note, we're seeing some great performance in [Insert Positive Trend], and I want to highlight what we can learn from that team. Looking forward to discussing the data and building an action plan with you all on Thursday. Best, [Your Name] Senior Revenue Cycle Analyst

Email 2: Post-Meeting Recap & Action Plan

Subject: RECAP & ACTION PLAN from Today's Rev Cycle Sync Hey Team, Great discussion today. Thanks for the input and decisive action planning. Here’s a quick recap of our key takeaways and the action items we agreed on to improve our revenue cycle KPIs. Summary of Findings: - Primary Issue: We confirmed the primary driver of denials this week was [Re-state Denial Reason] with a financial impact of $XX,XXX. - Primary Write-Off: The main source of avoidable write-offs was [Re-state Write-Off Reason]. Our Action Plan: - Action 1: [Clearly state the action item] - Owner: [Name of Person Responsible] - Deadline: [Date] - Action 2: [Clearly state the action item] - Owner: [Name of Person Responsible] - Deadline: [Date] - Action 3: [Clearly state the action item] - Owner: [Your Name] - Deadline: [Date] I'll track these items and we’ll review our progress next week. Appreciate everyone's commitment to tackling these issues head-on. Let's keep the momentum going. Cheers, [Your Name] Senior Revenue Cycle Analyst