Peace of Mind Driven by Financial Results
AlphaCollector Collection Automation
Decreasing bad debt write-offs with collection automation
Overview
CrossWinds Counseling & Wellness delivers vital mental health services to seven counties throughout Kansas, offering a broad continuum of treatment. As a licensed Community Mental Health Center (CMHC), Substance Use Disorder (SUD) center and Certified Community Behavioral Health Clinic (CCBHC), Crosswinds plays a significant role in supporting Kansans through behavioral health challenges, trauma recovery and community reintegration. Their offerings include outpatient therapy, psychiatric services, substance use treatment, case management and 24/7 crisis services, among others.
But behind the scenes of this essential care delivery was a challenge—an aging backlog of unpaid claims that were difficult to track, frustrating to prioritize and often at risk of becoming write-offs.
Overcoming the Limits of Manual Collections
Like many organizations, the CrossWinds collections team relied heavily on spreadsheets to follow up on denials and unpaid claims before using AlphaCollector. As one might expect – and as many revenue cycle teams know – the process is time-consuming and lacks the consistency needed to manage a high volume of payer rules and shifting claim statuses. There was a gap in recognizing what was due which made follow up, information gathering and timely resubmissions challenging.
Aging accounts receivable (AR) is a key area that CrossWinds wanted to improve through their use of AlphaCollector, particularly AR sitting over 90 and 180 days on the insurance side.
In a field where narrow margins are common and funding is often stretched thin, Sarah Stockwell, Chief Financial Officer at CrossWinds, emphasized the importance of a stable collections process. "AlphaCollector is going to give us a way to keep control in the midst of a lot of uncontrollable things."
A No-Brainer Solution
After seeing a demonstration of AlphaCollector, Stockwell immediately recognized its potential. "When I saw a demo of AlphaCollector it was a no-brainer to me that it would improve efficiencies," she said.
The RCM solution introduced automation into CrossWinds’ collections process, helping the team prioritize claims based on payer rules, status and timeliness. Instead of manually filtering through aging reports or toggling between spreadsheets, collectors could now focus on high-value claims needing immediate attention.
It wasn’t just about speed—it was about smarter, more informed work. The tool also helped onboard new collectors by letting them work through older claims organized by payer type. "Every claim is a puzzle," Stockwell said. "AlphaCollector was a great learning tool for newer staff. It was a great tool that assisted but didn't take time away."
The results speak for themselves: Total bad debt write-offs decreased by 61%1, and bad debt write-offs attributed to timely filing decreased by a whopping 99%2. Additionally, average days in AR decreased by 46%3. Average days in AR specific to Commercial payers decreased by 41%4. Finally, the percentage of AR over 90 days went from 22% pre-AlphaCollector to 6% post-AlphaCollector5. All this to say, collectors felt more organized, confident and empowered to focus their energy on work that moved the needle.
Reducing Patient Stress with Better Billing
The benefits of AlphaCollector also reached the community that CrossWinds serves. With many patients covered by Medicaid or experiencing month-to-month insurance shifts, errors in billing could lead to surprise statements or coverage confusion.
By keeping better tabs on eligibility and claim accuracy up front, CrossWinds mitigated the chance that patients would receive incorrect bills, an especially important factor for behavioral health clients. "They don't need a bill scare on top of managing their mental health," Stockwell affirmed.
It’s one of the quiet yet powerful ways technology can support a more compassionate care experience.
A Culture Shift Around Collections
CrossWinds credits the smooth integration of AlphaCollector as a key factor in their successful adoption. More than just a tool, it changed how the organization approached revenue cycle management—from reactive cleanup to proactive oversight. For CrossWinds, the combination of using AlphaCollector and myEvolv, a Netsmart electronic health record (EHR), has leveled up their visibility and efficiencies for financial and clinical staff.
"Peace of mind" is how Stockwell describes the impact AlphaCollector has had on her organization.
That clarity and calm in the midst of complexity is foundational for organizations doing the hard work of proudly serving their communities every day.
When I saw a demo of AlphaCollector, it was a no-brainer to me that it would improve efficiencies.
Sarah Stockwell, Chief Financial Officer, CrossWinds
1Attributed to multiple denial types, including Timely Filing, Eligibility and Authorization Denials. Comparing pre-AlphaCollector go live data from January – June 2024 and post-Alpha Collector go live data from October 2024 – March 2025, excluding self-pay data.
2Comparing pre-AlphaCollector go live data from January – June 2024 for only timely filing denials and post-AlphaCollector go live data from October 2024 – March 2025 for only timely filing denials, excluding self-pay data.
3Comparing four months of 2024 pre-go live data across commercial, Medicare, and Medicaid payers to six months of 2024 and 2025 post-go live data across commercial, Medicare, and Medicaid payers, excluding self-pay data.
4Comparing four months of 2024 pre-go live data for only commercial payers to six months of 2024 and 2025 post-go live data for only commercial payers.
5Comparing pre go live data to post go live data in March 2025, excluding self-pay data.
61%
decrease in bad debt write-offs
99%
decrease in bad debt write-offs attributed to timely filing
46%
decrease of avg days in AR
41%
decrease of avg days in AR specific to Commercial payers
16%
