Long Term Care Accounts Receivable Aging Review

It covers a monthly review of overdue receivables for a long-term care facility, grouped by payer category such as Medicare, Medicaid, managed care, private pay, and other resident balances. The checklist is built to move each aging bucket into a clear action: verify, collect, appeal, escalate, or write off for review. It is meant to produce a documented follow-up plan, not just a static aging report.

This template is designed for monthly recurrence, which is usually the right cadence for aging review in long-term care. Some facilities also run a weekly exception review for high-dollar or critical balances, but the full template should stay monthly so the team can compare trends and close out actions. If your billing volume is high, you can split the work by payer category across the month while keeping the formal review monthly.

The DRI is usually the billing manager, revenue cycle lead, or business office manager, with collection tasks assigned to the staff member who can actually contact the payer or resident account. Finance leadership may review escalations, while the admissions or case management team may help resolve missing authorization or coverage issues. The key is to keep each checklist item assigned to one owner so follow-up does not stall.

Yes, because it helps organize the review around payer-specific aging, denials, and pending documentation rather than treating every balance the same. That said, the checklist should be customized to match your state Medicaid process, managed care contract terms, and internal appeal timelines. It is a workflow tool, not legal or reimbursement advice.

A common mistake is reviewing the report without assigning a next action for each material balance. Another is mixing blocking items, like missing authorization or claim rejection, with non-blocking follow-up and then losing track of what actually stops cash. Facilities also sometimes inflate priority on every item, which makes true critical balances harder to spot.

Yes, and it should be. Most teams customize the checklist items by payer category, aging threshold, denial reason, and escalation path so the review reflects how their receivables actually behave. You can also add separate items for resident responsibility, pending Medicaid eligibility, managed care appeals, or hospice-related balances if those are material in your facility.

An aging report shows the balances, but this template turns the report into a repeatable review process with verification steps and follow-up ownership. That makes it easier to see which balances are blocked, which are simply overdue, and which need escalation. It also creates a consistent record for month-end review instead of relying on memory or ad hoc notes.

It works well when paired with your billing system aging export, denial management queue, claim status notes, and resident ledger. Many teams use it alongside task assignments for collections calls, appeal drafting, eligibility verification, and write-off review. The template is most effective when the checklist items link back to the source account or claim record.

Start with one monthly review cycle, one payer category at a time, and a short list of aging buckets that matter most to your facility. Keep the first version simple, then add escalation steps only after the team is consistently completing the verification and follow-up items. A short training session on what counts as blocking versus non-blocking will prevent a lot of confusion.