Multi-Factor Eligibility™

Verifying health insurance eligibility ahead of each appointment is critical for avoiding coverage gaps, reducing denied claims and building patient trust. Each year, millions of patients experience insurance changes, many without realizing their coverage has shifted. Healthcare Finance states that “eligibility expired” is one of the top five reasons medical claims are denied.  

According to additional recent reporting, 21.5% of insured patients experience insurance turnover annually due to job changes, and 2% experience a change every single month. The issue peaks in December, when 13.4% of patients—and 23% of those age 64—undergo insurance changes, often from Medicare enrollment or employer plan shifts. These changes can be easy to miss and can cause serious bottlenecks at check-in if eligibility isn’t re-verified in advance.

By verifying benefits 3–5 days before a visit and again on the day-of, practices can minimize last-minute scrambles and maximize collections. Automated medical eligibility verification software ensures that patient insurance is verified well in advance, regardless of how frequently it changes—helping staff identify issues and update records before they impact the revenue cycle. 

How often does patient insurance change?

• 21.5% of insured patients change insurance yearly due to job turnover
• 2% of insured patients change monthly
• 13.4% of insured patients change insurance in December
• 23% of insured patients aged 64 change coverage in December

Additionally, 25% of insurance changes stem from employers switching insurers, while 75% stem from employees leaving employers.

All this to say — change is happening constantly.

Here’s why verifying patient insurance benefits early matters:

With rising deductibles and changing coverage policies, patient eligibility can change frequently—and failing to catch those changes can significantly impact your bottom line.

1. Reduce claim denials and payment delays by confirming plan coverage, deductibles, co-pays and coinsurance upfront
2. Improve patient experience by avoiding surprise bills and ensuring transparency
3. Save staff time by eliminating day-of verifications and prior authentications that slow down check-in
4. Boost front-desk collections by pre-loading known balances and eligibility data into the system

See when to verify a new patient's insurance and the cadence at which you should re-verify patient insurance automatically in order to reduce the chances of a patient falling through the cracks. This article covers the top tips to consider. 

Best practice: Automate this process with robust health insurance verification software so staff don't have to run manual checks across payer portals.

With Clearwave Eligibility, practices can stay on top of changing patient insurance while also saving staff 500+ hours per year. This quick action and time savings are critical across specialties, but essential in areas like oncology where patients are coming in multiple times week for critical treatments. Rachelle Tonga, Director of Administrative Services at Utah Cancer Specialists shared, “Clearwave has put a stop to our prior authentication challenges. If there’s an insurance change, we know about it and we can act on it. It’s been a huge relief for our billing and claims processes.”

Going on, “Now, during pre-check or at the kiosk, patients have to answer the questions to go to the next screen. If their insurance is expired, the system will prompt patients to update their information and it will notify our staff. It’s astounding how accurate our data is now.”

Medical eligibility verification software, like Clearwave, dramatically shortens the learning curve for new staff, streamlines workflows and improves data accuracy. Practices no longer need to manually train staff on each insurance portal or plan type—automation handles the heavy lifting.

Key benefits of Clearwave's leading medical eligibility verification software include:

• Automated verifications for every appointment, run in real-time and in batches, with no added fees
• Centralized dashboards to view insurance responses and coverage details at a glance and narrow in on patients that require staff attention
• Standardized tasks and flagging systems that eliminate guesswork and reduce confusion for new and existing staff
• Minimized manual errors, which reduces time spent on back-and-forth payer calls

Practices report that Clearwave reduces onboarding time for new front-desk staff by weeks—allowing them to focus on more patient-facing tasks sooner. Clearwave's Eligibility software helps protect practices from staff turnover gaps, especially during busy seasons, by preserving a consistent and automated verification process.

This transformative impact is clearly illustrated by Tiara Williams, Patient Registration Manager at Jordan-Young Institute, who shares, “We didn’t realize how much Clearwave would help us catch the little details, ones that we wouldn’t have been able to catch before. Patients may be off by a number when writing down their information or could easily put in the wrong insurance card. The dashboard makes us aware of these issues so we can proactively solve them. We have a lot less errors, which shows that our previous claim rejection challenges could have been prevented with Clearwave.”

Learn more about using medical eligibility verification software to reduce training time and improve staff efficiency! Here are helpful articles:

• Everything Your Need to Know About Patient Eligibility & Increasing Collections
• 4 Ways to Improve E&B Verification & Drop Staff Workloads

Clearwave’s patient insurance verification software improves both financial outcomes and staff productivity. By verifying eligibility well in advance and updating patient records in real time, Clearwave enables practices to collect more at check-in and reduce rejected claims and billing stalls later on — all while saving hours of staff work. 

Here’s the impact Clearwave clients have seen:

• 500+ staff hours saved per year by removing manual verification steps (see the full breakdown)
• Increased point-of-service collections with better visibility into copays and deductible balances
• Reduced claim rejections by spotting and solving errors fast to confirm active coverage before the appointment
• Less rework for billing teams with more accurate patient records from the start

See what Clearwave Clients are saying:

“The eligibility dashboard has been critical in helping us quickly identify patients with Medicare Advantage plans. Clearwave will alert us of patients with a Medicare plan and that flag alone is probably one of the most helpful because about 55% of our patients have some type of Medicare insurance.” - Revenue Cycle Operations Manager | Carolina Orthopaedic & Sports Medicine Center

“The Clearwave Eligibility flagging system and dashboard have helped us reduce our denials. Clearwave gives us a way to understand insurance errors so we can proactively solve them, which helps us collect more at check-in and reduce claim rejections and denials on the back end.” - Insurance Verifier Lead | The CardioVascular Group

“Clearwave will tell us anything that's wrong. For example, the dashboard will tell us if a subscriber is incorrect and even the name of the subscriber. It will indicate if a self-pay patient actually has a Medicaid policy, so we know how and what to collect. At the front desk, it’s helpful to have all of the daily patient information in one, easy-to-use dashboard.” - Tiara Williams Patient Registration Manager | JYI

See why specialty practices choose Clearwave's award-winning eligibility solution.

There are often hidden costs associated with manual—staff-only—verification or lackluster eligibility tools.

Traditionally, practices rely on billing and administrative staff to verify patient insurance, benefits and co-pays. To do this, they must call insurance companies or patients to check benefits, sift through large packets of information, search on payer websites, answer questions from insurers and patients and reconcile any discrepancies along the way. Think about the days when you’re short-staffed due to sick calls, or the Monday morning crunch after a weekend’s worth of appointment requests. Manual verification tasks only add to the complexities and slow down front desk and billing workflows.

Alternatively, practices that rely on limited health insurance verification software often find they still need staff to do the heavy lifting, defeating the purpose of automation. 

Any mistakes or missed opportunities due to your current process could lead to:

• Inabilities to collect co-pays at check-in
• Higher investment in administrative training
• Uncertainty about what’s owed at check-in
• Inaccurate co-pay collections at check-in, leading to write-offs, debits and credits
• Increased claim rejections and resubmission fees
• Slow check-in processes, increasing patient wait times
• After hours and overtime for E&B workers, and increased costs

When roadblocks like these get in the way, the insurance verification process can be a major headache and source of frustration for all involved. High-growth healthcare practices are overcoming these challenges by modernizing their approach with insurance eligibility verification software. 

See how Clearwave helps clients overcome these challenges by fully automating the process and providing staff with an easy-to-use insurance verification dashboard. Take an interactive demo right now!

Mult-factor insurance eligibility software runs eligibility multiple times on every patient, including on the day of service, and can drill down to the plan level — showing staff only the information relevant to them. This view is what can save staff hours in a day.

A solution with multi-factor eligibility™ will run automatically and verify insurance at every critical patient interaction, from scheduling to check-in and beyond, all to ensure coverage has not lapsed and without added fees per transaction. As a result, your practice never has stale insurance data and can spot and correct errors faster, enabling them to collect accurate payments when a patient checks in.

Traditional health insurance eligibility verification often returns inconsistent or incomplete data, leading to increased staff intervention, claim denials and missed revenue. 

Clearwave’s medical eligibility verification software solves for these challenges by performing multi-factor verification automatically and in real-time, ensuring cleaner claims and accurate collections at check-in.

Here’s how Clearwave's medical insurance verification software works:

Clearwave’s Multi-Factor Eligibility runs automatically at multiple patient touchpoints, including scheduling, pre-registration, in-office registration and more. It’s built into the workflow to run automatically at various points along the patient’s journey and each time, it pulls insurance data from multiple clearing houses and more than 900 payers.

Beyond proactive, automated insurance eligibility checks, in Clearwave, patient eligibility verification can also be re-run at any time without added fees. Clearwave’s Eligibility software combines proactive insurance checks with a real-time eligibility dashboard that provides staff with a holistic view of patient coverage details.

The dashboard is where administrative staff can review patient insurance details in one centralized scheduling view, rather than toggling between multiple payer portals or patient accounts in your practice management system or electronic health record.

For example, within one click in the Clearwave Dashboard, practice staff can see:

• Remaining Deductible, Appropriate Copay – Primary Care, Specialist, Urgent Care, or Outpatient
• Plan Name / Type
• Data Conflict Discrepancies between patient entry and payer response
• Managed Care / Independent Physician Association information for HMO/Medicaid plans
• Medicare Secondary and Reason information with Coordination of Benefits Date
• Medicare Advantage Information
• Home Health / Hospice Health Information

This layered method is crucial because even small discrepancies can trigger claim rejections. With multi-factor eligibility verification, practices gain more reliable data, reduce manual corrections, and can confidently collect at check-in. As the blog emphasizes, this approach “goes beyond the basic yes/no eligibility check” to protect your revenue and improve the patient experience.

See how Clearwave helps clients overcome these challenges by fully automating the process and providing staff with an easy-to-use insurance verification dashboard. Take an interactive demo right now!