ScrubHero
The days of combing through every patient, every day, are over.
This is the single best thing ScrubHero does: it reads every upcoming appointment the way your best staff member would — against your real accepted-insurance list, your real provider rules, and your patients' real visit history — and tells you exactly what needs attention, before it's a problem at check-in. Not a once-a-week spot check. Every patient, every day, automatically.
- Someone sits down and combs through tomorrow's schedule by hand — every patient, every single day
- Insurance problems are found the morning of, or not until the patient's already checking in
- Location and county exceptions live in someone's memory, not a system
- Nothing gets checked unless someone remembers to check it
- A problem caught once can still happen again next week
- Every appointment, every day, checked automatically — no one has to go looking
- Problems surface days before the visit, with real time to actually fix them
- Your location and county rules are encoded once, applied the same way every time
- Nothing slips through silently — even "couldn't be checked" gets reported
- The same standard, applied consistently, every day, without fail
Everything it checks for
Every category below runs against every upcoming appointment, on a schedule you control — not a one-time scan.
Inactive insurance plans
Real-time check against your eligibility provider confirms coverage is actually active — not just sitting on file from an old visit.
Insurance you don't accept
Plan is active, but it's not one your practice takes — caught before the visit, not after the claim bounces.
Insurance not accepted at this office
Some plans are only in-network at certain locations or in certain counties — accepted at one office, wrong at another.
Insurance expiring before the visit
Active right now, but the termination date on file falls before the appointment date.
No insurance on file at all
Checks for a photo of the insurance card or a typed intake form on file before telling your staff there's nothing to work with.
HMO plans needing a referral
Every HMO on the schedule gets its own report, so a visit never happens without the referral it needs.
High-deductible plans
Flagged with the exact amount to collect upfront, calculated from the real remaining deductible — not a flat guess.
Provider & procedure mismatches
A procedure booked with a provider who doesn't do it, or a patient under a provider's minimum age — caught before they show up to be rescheduled.
New vs. established patient type
Compares the appointment type against the patient's actual visit history — not just whatever was selected at booking.
Appointments still "pending"
A clean list of appointments still marked pending in your EHR close to the visit date, with contact info ready — so someone can call before it's too late.
Schedule template mismatches
Compares your staffed hours against what's actually bookable in the EHR, so a booking slot never quietly disagrees with your real hours.
Checks that couldn't be completed
A built-in safety net — if a payer isn't mapped yet or the eligibility check itself fails, you're told to verify manually. Never silently treated as "checked and fine."
What it corrects automatically — not just flags
Most of what ScrubHero finds gets reported to your team to act on. A few things, it just fixes — correctly, and with a paper trail.
Corrects the patient type in your EHR
When an appointment is booked as the wrong type relative to real visit history, ScrubHero updates the appointment type directly and writes a note explaining exactly why — no manual chart review needed.
Builds a real insurance record from intake answers
If a patient already typed in their insurance during check-in, ScrubHero creates the actual insurance record from it automatically — no one has to retype it.
Builds a real insurance record from a texted photo
A patient who texts back a photo of their card gets that information turned into a real, usable insurance record — not just a photo sitting in a message thread.
Leaves a note on every appointment it checks
Even when nothing's wrong, every scrubbed appointment gets a note recording exactly what was checked and when — a permanent record in the chart, not a one-day email that disappears.
Who hears about it, and how
The right report to the right team
Billing, front desk — each category of problem routes to whoever should actually see it, independently of the others.
Plain-language explanations
Every report says exactly what's wrong and why — not just "insurance issue," but the specific reason and what to do about it.
Patients get texted directly
Missing insurance info? The patient gets a text with a secure upload link before anyone on your team has to pick up the phone.
A weekly roll-up, not just daily noise
A weekly digest surfaces real patterns worth knowing about — so something that matters doesn't quietly vanish after a single day's report.
Set up around your practice, not the other way around
Nothing here is one-size-fits-all. Every rule below is something your practice sets and can change.
Your accepted-insurance list
Edit which plans you accept, payer by payer — including plans that are only in-network at specific offices or counties.
Provider preferences
Minimum patient age, which procedures each provider handles, down to the individual procedure type — set per provider.
Self-pay & upfront pricing
New vs. established self-pay rates, and the upfront amount to collect on high-deductible plans — both yours to set.
Which checks run, and who's told
Every category on this page can be switched on or off independently, each with its own recipient list.
How far ahead it checks
The lookback schedule is yours to set, so your team always has real lead time — not a same-day scramble.
Whether it writes to the chart
Automatic chart notes are on by default — but entirely your call to turn off if you'd rather review everything by hand first.
See it against your own schedule
We'll walk through exactly what ScrubHero would have caught on a real day at your practice.
Request a Demo