How Refocus Behavior 2X'd Their Billing Department's Productivity by Automating Chart Review with AI

Background

Refocus Behavior is an ABA center based in Hinesville, Georgia, providing early intervention and school-age services. They specialize in working with children with developmental disorders such as autism spectrum disorder (ASD) and attention-deficit hyperactivity disorder (ADHD).

Before using Brellium, Refocus Behavior manually audited every client note before billing.

Goals

Refocus Behavior partnered with Brellium to:

• Eliminate manual chart audits

• Decrease the risk of payer audits and clawbacks

• Ensure every client’s care meets Refocus’ clinical standards

The Problem: Manually Reviewing 100% of Charts

Refocus Behavior emphasized compliance due to strict payer requirements, including Tricare’s notoriously rigid guidelines. Employees manually audited each session note daily by toggling between EMR, requirement lists, and error ledgers—tedious work that consumed dozens of hours weekly.

Key Challenges:

• Manually reviewed 100% of charts before billing

• Billing lead experienced burnout from high audit volumes

• Difficult to take time off as audits would accumulate

Solution: Automated Chart Review with Brellium

To maintain clinical quality and payer compliance, Refocus Behavior used Brellium to create screening templates for their session types (97153 and 97155). The system automatically audited notes based on custom clinical and payer requirements.

Benefits

• Providers were automatically notified of errors with instructions for correction.

• Full reporting enabled proactive compliance management.

Automated Auditing Workflow

1. Custom requirements were entered into Brellium once.

2. Brellium’s team configured the AI to match the requirements.

3. Patient charts were automatically analyzed.

4. Errors were flagged, and providers received automated notifications.

Results: 2X Productivity Increase

Before Brellium:

• 60% of billing hours spent on manual audits

• Burnout from daily auditing

• Struggled to keep up with audit volumes

With Brellium:

• 98% reduction in time spent manually auditing

• Billing team productivity doubled

• Zero manual chart audits required

• Job satisfaction improved significantly

Net Benefit:

• 5X ROI

• Freed up an entire workday

• Enhanced work-life balance for billing staff

  
  

Client Feedback

“The fact that you guys get back to me within 10 to 15 minutes of an email is legitimately unheard of in the medical administration field.”

“You guys have built a wonderful team that truly cares about the customer experience with the product. Every interaction has been so positive. The expertise has been invaluable in optimizing our audit process and ensuring smooth operations.”

“Before using Brellium, I was on the brink of burnout. Taking time off was difficult, and every return from vacation was stressful. Adding Brellium significantly improved my work-life balance. I seriously cannot thank you guys enough.”

— Aeriel Brenner