How to Find Medical Practices for Your Billing Company

Medical billing companies have an unusual advantage: their potential clients are listed in a free federal registry. Every provider who bills health insurance in the US needs a National Provider Identifier, and the registry shows each one's specialty and practice address. What it doesn't show is whether the practice is happy with its billing, or who to email. That's the work.

Start with the NPI Registry

The NPPES NPI Registry, run by the Centers for Medicare and Medicaid Services, is free to search by provider type, city, state and ZIP code. It lists individual providers and organisations, with practice location addresses and phone numbers.

It's the most complete list of practices you'll find, and the specialty (the "taxonomy") lets you focus on the kinds of practice you bill for. If you specialise in physical therapy, behavioural health or orthopaedics, filter to those, since billing rules differ a lot between specialties.

From the NPI Registry to the person who feels the billing pain.

Other sources

That last one deserves attention. A practice advertising for a medical biller or a billing specialist is telling you it has a billing need right now, and that it's considering doing it in-house.

Which practices to target

Independent practices are the core market. Signs a practice is part of a system include a hospital or group name on the website, shared branding across locations, and a central phone number.

Who decides

At a small practice, the physician owner makes the final call, but the practice manager or office manager usually feels the billing pain first and does the research. Start with the manager. In larger practices, a practice administrator or chief financial officer runs revenue cycle decisions.

Be ready for HIPAA questions

Billing companies handle protected health information, so practices will expect you to sign a business associate agreement, as HIPAA requires for vendors in that role. Having a standard agreement ready, plus a short explanation of how you protect data, removes one of the main reasons a practice delays.

Your outreach itself shouldn't contain or ask for any patient information. Keep it about the practice and its billing process.

What to say

Practice managers respond to specifics about cash flow and time:

Hi [Name], I noticed [practice] is hiring a medical biller. [One specific observation, if you have one.] We handle billing for [specialty] practices of [size], covering [what's included]. [A proof point you can back up, such as a client reference.] If it'd help to compare outsourcing with hiring before you fill the role, could we talk for 15 minutes this week?

Doing it with ManyPI

Disclosure: ManyPI is our product.

Map Search lets you draw an area on a map and pull the doctors, physiotherapists, therapists and other practices inside it from OpenStreetMap, then save them to a list and use Save and enrich to look for the owner's or manager's email. You can also describe the list in a sentence, for example "independent orthopaedic practices in Texas hiring a medical biller, with the practice manager's email", and the agent reads practice websites and job posts live. Every email is checked before sending, and sequences go out from your own inbox. The Map Search page shows how the map side works, and our guide to dental practice leads covers the dental market in particular.

A practice search typed into the ManyPI agent.

One limit: the NPI Registry tells you a provider exists and where they practise, not whether they're still at that address or how big the practice is. Check the website before you build a campaign on registry data alone.