Lockbox Services

Healthtek, a Data-Core Systems Company, delivers essential services and tools to support
providers and payers in their Healthcare Revenue Cycle Management (RCM).

The offerings include:


  • Revenue Cycle Optimization services that enhance financial success.
  • A suite of Healthcare Automation Tools that improve RCM KPIs in real-time.

Lockbox Services​

Healthtek’s Lockbox Services streamline the entire payment process for healthcare providers, enabling them to efficiently manage their accounts receivables with fast, secure, and automated remittance handling. Through electronic deposits via Image Cash Letter (ICL) and the processing of Remittance Advice and EOBs, Healthtek eliminates the need to transport physical checks, speeding up fund availability and reducing DSO (Days Sales Outstanding).

Our ClaimX System, part of the Nimbus Platform, integrates OCR, Robotic Process Automation (RPA), data validation, and encryption to make lockbox processing seamless, secure, and highly efficient. These technologies ensure compliance with PCI DSS and HIPAA security standards, protecting sensitive patient and financial information while optimizing operational efficiency.

Industries Served

Healthtek’s Lockbox Services support the unique needs of the following industries:

  • Banking & Financial Services
  • Insurance
  • Healthcare Providers & Payers
  • Fulfillment Services
  • Service Bureaus

Comprehensive Lockbox Processing Features

Remittances Processing

Wholesale (B2B) – Payer Payments with or without Correspondence
Healthtek manages payments from payers and government entities. Checks are deposited into the respective provider’s accounts with unique digital IDs for easy tracking. A daily deposit report is generated, including these IDs and other key parameters; and validated against deposit files for accuracy. Check images are encrypted and sent for ICL processing, while supporting documents are securely stored or shared in a client-specified manner.

Retail (C2B) – Patient or Consumer Payments
Payments from individuals, such as patient payments with remittance coupons, are handled efficiently. Each payment receives a unique digital ID, validated using OCR and MICR technologies. RPA ensures accuracy and security throughout the validation process. Encrypted data files and check images are deposited via ICL into the respective accounts, ensuring compliance and fast cash flow.

Correspondence Management

Correspondence (B2B) – Documents Without Payment
Correspondence and documents that do not involve payment are processed with the same precision. Each document receives a unique digital ID, passes through quality assurance (QA), and is securely encrypted and stored. Clients can access categorized images and detailed reports, tailored to their specific requirements. Secure storage is maintained for the defined period, after which documents are shredded in compliance with HIPAA guidelines.

Exception Processing

Special Mail Handling
Specialized documents such as legal paperwork, certified mail, and tax forms are processed according to client requirements. Each item is assigned a unique tracking ID to ensure accuracy, security, and compliance with regulatory standards.
Handling of Misdirected/Undelivered Mail
Healthtek's ClaimX™ System registers and processes misdirected or undelivered mail, capturing critical data elements and sharing them with clients and the Post Office. This ensures the integrity of the mailing process and improves database accuracy.

Secure Collection & Imaging

All incoming mail and documents are collected, processed, and stored in secure, 24/7 monitored facilities. Each document is assigned a barcoded ID and digitized upon receipt, ensuring traceability and accuracy.

  • Digitization is available in multiple formats, including TIFF, PDF, PNG, and JPG, with options for editable and non-editable formats.
  • Encrypted files and images ensure data protection.
  • Physical mail is securely stored under surveillance, with client-specified destruction timelines to meet compliance.

Automated Data Extraction & Validation

Healthtek utilizes advanced OCR technology to extract relevant information from remittance documents, reducing manual labor and enhancing speed.

  • Robotic Process Automation (RPA) verifies data accuracy and automates the validation process, further minimizing errors.
  • Multiple validation layers, including MICR and encrypted security checks, ensure a processing accuracy of 99.99%.
  • Data files are securely transferred and integrated into the client’s financial systems for seamless reconciliation.

Delivery & Reporting

Healthtek ensures the secure deposit of funds into designated accounts through Image Cash Letter (ICL) technology, enabling rapid and accurate fund allocation.

  • Comprehensive, customized reports are generated, providing full visibility into remittance and payment processes.
  • Clients receive digitized documents and real-time data reports for easier monitoring of their accounts receivable.
  • Processed documents are reassociated with payments and securely stored or returned to clients based on their preferences. Document destruction is handled in compliance with HIPAA and PCI DSS standards.

Why Choose Healthtek's Lockbox Services?

High Processing Capacity

Over $3 million in deposits daily and more than 20 million documents processed annually.

Superior Technology:

Our ClaimX™ System ensures seamless, error-free processing through the use of advanced OCR, RPA, and encryption technologies.

Multiple Processing Centers

With centers in Bristol, PA and Las Vegas, NV, Healthtek minimizes mail float times for faster results.

Transparency

Customized, comprehensive reports provide complete visibility into all transactions, allowing clients to monitor and manage their cash flow with confidence.

Accuracy:

With a deposit accuracy rate of 99.99%, Healthtek guarantees precision and reliability in every transaction.

Fast Turnaround

Deposits and digital records are processed within 36 hours of mail receipt, ensuring timely access to funds.

Security & Compliance

Our secure facilities comply with PCI DSS, HIPAA, and ISO standards, protecting sensitive patient and financial information at every step.

Add-on Services

Includes paper-to-electronic EOB conversion (835), document categorization, tagging, and easy retrieval through unique document identifiers.

GET in Touch

Why Choose Healthtek's Lockbox Services?

High Processing Capacity

Over $3 million in deposits daily and more than 20 million documents processed annually.

Superior Technology

Our ClaimX™ System ensures seamless, error-free processing through the use of advanced OCR, RPA, and encryption technologies.

Multiple Processing Centers

With centers in Bristol, PA and Las Vegas, NV; Healthtek minimizes mail float times for faster results.

Transparency

Customized, comprehensive reports provide complete visibility into all transactions, allowing clients to monitor and manage their cash flow with confidence.

Accuracy

With a deposit accuracy rate of 99.99%, Healthtek guarantees precision and reliability in every transaction.

Fast Turnaround

Deposits and digital records are processed within 36 hours of mail receipt, ensuring timely access to funds.

Security & Compliance

Our secure facilities comply with PCI DSS, HIPAA, and ISO standards, protecting sensitive patient and financial information at every step.

Add-on Services

Includes paper-to-electronic EOB conversion (835), document categorization, tagging, and easy retrieval through unique document identifiers.

GET in Touch