Two Batches a Day — submitting in smaller, earlier batches
A ONE-PAGE AGREEMENT, SIGNED BEFORE WORK BEGINS
Purpose
Northgate Billing Group submits claims in one large batch a day, so an error made in the morning is usually found the next day — after it has had time to repeat. This project moves the team to two smaller batches a day (noon and 3:30 p.m.), so errors are caught the same day they are made, rework falls, and the gauge rises from its charter baseline of 73.5% toward 80.0% — with no added hours and no change to what counts as a verified claim.
Scope
In scope
- Submission timing and batch size for all clinic queues
- The pre-submit checklist, updated for the two-batch rhythm
- The WIP board’s submission-prep limits, if the pilot calls for it
- A two-week pilot on two queues, then a team-wide rollout if Gate 3 passes
Out of scope
- Any change to the gauge’s definition — that belongs to the Register, not this project
- Staffing levels, hours, and pay
- Clinic contracts and payer agreements
- New software or a new billing system
Milestones
| Date | Milestone | Owner |
|---|---|---|
| Fri Oct 23, 2026 | Pilot designed and Gate 2 passed | Elena — submissions |
| Mon Oct 26 – Fri Nov 6, 2026 | Pilot runs: two batches a day on two clinic queues | Elena — submissions |
| Fri Nov 20, 2026 | Pilot results independently verified; Gate 3 decided | June — verification |
| Fri Dec 4, 2026 | If Gate 3 passes: two-batch standard work written, posted, and briefed | Marcus — coding review |
| Fri Dec 11, 2026 | Closing review: gauge read against the 80.0% aim; project closed or extended in writing | Dana — team lead |
Roles
- Dana — team lead: project lead; owns the plan, the gates schedule, and the closing review.
- Elena — submissions: owns the pilot design and the daily two-batch runs.
- June — verification: verifies pilot results independently; keeps the gauge register.
- Marcus — coding review: writes the standard work if the pilot passes.
- Priya — charge entry: readies morning charges for the noon batch; reports entry-side effects of the pilot.
- Tom — denial follow-up: watches denial volume during the pilot and reports any change weekly.
- Alex — clinic services manager (sponsor): agrees the clinics’ information cutoff with clinic contacts; signs this charter with the team lead.
Measures of success
- Gauge: from 73.5% (week of October 12–16, 2026) toward 80.0% by December 11, 2026, read under the register’s current definition throughout.
- Rolled throughput yield: from 80.0% toward 86.0% over the same period.
- Flow time: average batch flow time at or below the current 2.0 days throughout the pilot — speed bought by batching smaller, never by skipping verification.
- No harm: near-misses logged do not fall during the project — reporting stays honest while the numbers improve.
Sign-off
Dana*
Dana — team lead, project lead
Signed Tuesday, October 20, 2026
Alex*
Alex — clinic services manager, sponsor
Signed Tuesday, October 20, 2026
June*
June — verification, register keeper
Signed Tuesday, October 20, 2026
* Signatures shown as typed names on this sample page. On the working artifact, each sign-off is made by hand or by the team’s usual signing method, on the date shown.