Key Steps to Manage Denied Claims Efficiently

For healthcare providers, claim denials are a major revenue drain. The average denial rate for healthcare claims is between 5% and 10%, and for some organizations, it can spike as high as 15-20% (MGMA). That’s money left on the table, additional administrative work, and a growing backlog of unresolved claims that can slow down cash flow.

Why do denials happen so often? Many are due to preventable errors—missing information, incorrect coding, or eligibility issues. Others are more complex, tied to policy changes or payer-specific rules. The other side of this is how much it costs providers to rework -an estimated $25 per claim on average (CAQH Index). When you multiply that by the hundreds or even thousands of denied claims per month, the financial impact becomes clear.

There’s good news though, 60-65% of denials are recoverable, and providers who implement a proactive strategy see a 50% reduction in preventable denials (HFMA).

In this guide, we’ll explain the essential steps for identifying root causes, appealing effectively, and implementing safeguards to reduce denials in the long run. Whether you’re dealing with a high volume of denials or looking to refine your revenue cycle processes, we’ll walk you through the essential steps for managing denied claims efficiently and implementing long-term solutions.

What Are Denied Claims?

A denied claim is a healthcare insurance claim that has been reviewed by a payer (an insurance company or Medicare for example) but is rejected for any several reasons. Denials can happen due to coding errors, missing information, eligibility issues, or policy exclusions. Unlike rejected claims, which can often be corrected and resubmitted, denied claims usually require additional steps, such as appeals or reconsideration.

Step-by-Step Process to Manage Denied Claims

1. Identify the Reason for Denial

The first step in managing a denied claim is to determine why it was denied. Common reasons for claim denials include:

• Incorrect or missing patient information (e.g., name, date of birth, insurance ID).
• Coding errors or mismatched diagnosis and procedure codes. 
• Lack of medical necessity as per the payer’s policy.
• Authorization or referral requirements not met.
• Duplicate claims submitted.
• Services not covered under the patient’s insurance plan.

Most insurance companies provide Explanation of Benefits (EOB) or Electronic Remittance Advice (ERA) that outlines the denial reason. Reviewing this document carefully can help pinpoint the issue.

2. Categorize and Prioritize Denied Claims

Not all denials require the same level of effort to resolve. Categorizing denied claims based on their cause, dollar amount, and likelihood of resolution helps in prioritization.

• Low-effort fixes: Simple clerical errors (e.g., missing signatures, incorrect patient details)
• Moderate-effort fixes: Coding issues, minor documentation errors
• High-effort fixes: Appeals due to medical necessity disputes or policy-related denials

Prioritizing claims based on the potential reimbursement amount ensures that high-value claims get immediate attention.

3. Correct and Resubmit When Possible

For claims denied due to minor errors, quick corrections and resubmission can resolve the issue. Examples include:

• Fixing incorrect patient details
• Updating or correcting CPT/ICD-10 codes
• Submitting additional required documentation

Most payers have a timeframe within which a denied claim can be corrected and resubmitted, so timely action is crucial.

4. Appeal the Denial When Necessary

If a claim denial cannot be resolved through simple corrections, an appeal may be necessary. The appeals process involves submitting a request for reconsideration with supporting documentation. Steps include:

1. Review the insurance payer’s appeal process – Each payer has different guidelines, so check their specific appeal requirements.
2. Gather supporting documents – Include medical records, physician notes, and any additional information that justifies the claim.
3. Write a strong appeal letter – Clearly explain why the claim should be reconsidered, referencing payer policies and medical necessity.
4. Submit within the deadline – Insurance companies have strict appeal deadlines, so ensure timely submission.

5. Track and Follow Up on Denied Claims

Simply resubmitting or appealing a claim is not enough. Regular follow-ups are essential to ensure that the claim is being processed and does not fall through the cracks. Best practices for tracking include:

• Using a claims management system to monitor status
• Maintaining a denial tracking log to identify recurring issues
• Setting reminders for follow-ups to check on the claim’s progress

6. Analyze Trends and Prevent Future Denials

Managing denied claims effectively goes beyond fixing individual issues—it’s about preventing future denials. Conducting periodic denial analysis helps identify patterns and recurring problems.

• Monitor key denial metrics, such as denial rate and resolution time
• Provide staff training on common denial reasons and coding accuracy
• Improve documentation practices to meet payer requirements
• Verify patient insurance and authorization before services to avoid eligibility-related denials

7. Automate Claim Management Processes

Technology plays a vital role in minimizing claim denials and streamlining the revenue cycle. Implementing automated tools can help:

• Eligibility verification tools to check patient coverage before appointments
• Claims scrubbing software to catch errors before submission
• AI-driven analytics to identify trends and predict potential denials

Investing in technology reduces human error and improves claim acceptance rates.

Denied claims can be costly and time-consuming, but by identifying the reasons for denial, prioritizing corrections, leveraging automation, and continuously improving processes, healthcare organizations can enhance their revenue cycle and reduce financial losses.

Implementing these steps will not only help in recovering denied payments but also in building a more efficient claims management system that minimizes future denials.

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