Calculate How Medical Insurance Verification Software Saves 500+ Staff Hours 

By Blakely Roth | April 16, 2025

Stretched thin in the billing or administrative department and looking for a way out? With administrative costs rising and staffing challenges at an all-time high, it’s more important than ever to streamline operations without compromising care or billing accuracy. One way to do just that? Leverage medical insurance verification software that automates manual processes and drastically reduces staff workloads. The right health insurance verification software can save your practice over 500 staff hours per year. 

Let’s break down how—and what this time savings means for your bottom line. 

How Much Time is Spent on Manual Insurance Verification?

Insurance verification is a necessary step before every appointment. Yet if your staff is handling eligibility and benefits verification manually, or still has to go patient-by-patient with rudimentary “instant” verification tools, those minutes quickly add up. 

Let’s look at the math: 

• Most appointments require 2 eligibility checks—one before the appointment and one at check-in 

• Each check takes roughly 3 minutes, assuming there are no issues 

• That’s 6 minutes per appointment spent on insurance verification — again, assuming there are no issues

Now, let’s assume your practice sees 20 patients per day: 

• 6 minutes x 20 appointments = 120 minutes (or 2 hours) per day 

• Multiply that result by the average number of working days in a year (252), and you’re looking at 504 hours annually spent on insurance verification at minimum

At an average hourly staff wage of $19/hour, that’s $9,576 annually spent on a process that can be automated with the right solution. 

The Hidden Costs of Manual Verification or Lackluster Eligibility Tools

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 overwhelm—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 

• Inaccurate co-pay collections at check-in, leading to write-offs, debits and credits 

• Increased claim rejections and resubmission fees 

• After hours and overtime for E&B workers, and increased costs 

What Does This Mean for Your Healthcare Practice?

If your practice is planning to grow, add another provider or location, or increase patient acquisition, you’ll need a scalable way to verify patient insurance and solve any eligibility issues. If you’re already drowning in eligibility verification workloads and living with the missed opportunties bulleted above, then its time to make a change. See where smart medical insurance verification software comes into play! 

Not all automated health insurance eligibility software is created equal. CEO at Metrolina Eye, Nick Tavares, shares how even automated solutions can quickly impact staff workloads in a negative way.

See how the right eligibility verification solutions can deliver accurate, timely results that free up staff and improve financial outcomes. Invest in medical insurance verification software that can: 

• Instantly verifies insurance and benefits, up to 7x prior to appointments 
• Flags issues before patients arrive 
• Provides an all-patient dashboard with real-time insights into deductibles and co-pays 
• Works seamlessly with your EHR/PMS 
• And so much more…

See the software that helps practices reduce claim rejections by 94% or more and drop full-time employee costs by 50%. 

See the Difference Real-Time Medical Insurance Verification Software Makes

If you’re still relying on outdated systems or manual checks, it’s time to upgrade. The right technology can help your staff reclaim over 500 hours a year, improve patient experiences and set your practice up for scalable success. Take an interactive demo of Clearwave’s Eligibility and Dashboard right now.