AI Insurance Verification automatically checks your patients' insurance eligibility before appointments and displays easy-to-read results directly in RevenueWell. By securely connecting to supported insurance payers, you can reduce manual work, improve verification accuracy, and access centralized verification management.
From the Insurance Verification Dashboard, you can configure payer connections, monitor verification activity, review account health, and quickly resolve issues.
Key Terms
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TIN (Tax Identification Number): Your practice's federal taxpayer identification number.
- Pro Tip: If you don't know your TIN, you can find it in Settings > Text Message Registration within RevenueWell.
- NPI (National Provider Identifier): A 10-digit identifier assigned to healthcare providers for electronic transactions.
- Payer: An insurance company or government program that processes healthcare claims.
- Provider: A healthcare professional or practice that delivers covered services.
Before You Begin
We recommend having the following information available before starting setup:
- Practice Tax Identification Number (TIN)
- Practice NPI(s)
- Provider license number(s) and issuing state(s)
- Access to existing insurance payer portal accounts (some may require adding a new user)
You don't need to complete setup in one session. During onboarding, you'll map insurance payers and connect payer portals for automated eligibility verification. Once you've mapped enough payers to cover approximately 50% of your patient population, you can begin using AI Insurance Verification and complete the remaining setup later through the Insurance Verification Dashboard.
Follow the guide below to configure and manage AI Insurance Verification. ⬇️
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Step 1: Confirm Your Organization
- After gathering all the required information, open Insurance Verification to begin!
- Confirm that your Organization Name is correct.
- Enter your 9-digit Tax Identification Number (TIN).
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Click Continue.
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Step 2: Map Insurance Companies
After confirming your organization, you must map your insurance payers. This step ensures the tool knows which portals to check for patient coverage.
Note: Your payers will be listed and ranked by the percentage of patients they cover, from largest to smallest.
How to Map a Payer
- Choose a payer from the list.
- Click the Select payer… dropdown.
- Start typing to search, then click the correct match.
- A green checkmark will appear — it saves automatically.
- Click Continue once at least 50% of patient volume is mapped.
The dropdown shows all currently supported payers. If yours isn’t listed, please submit an enhancement request here.
Self-Pay Workflow
If a payer represents cash or uninsured patients (like “Cash,” “Self Pay,” or “No Insurance”):
- Click Self Pay on that payer.
- The row turns blue to confirm.
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To undo, click the X that appears.
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Step 3: Connect Portals
You can proceed to the connecting portals once 50% of patient insurance payers are mapped, which is usually reached after mapping the top 3–4 payers. However, the more of the patient base you cover, the better your results will be. Be sure to return to map all of your insurance payers.
After mapping insurance companies, you’ll connect insurance portals based on your matches on the previous page. Each connected portal allows automated eligibility checks for patients covered by that payer. We recommend connecting at least 5–10 portals for optimal coverage.
To make setup easier, we've organized this step into the following sections:
- Automatic Registration – This section automatically configures supported payer connections for available payers (currently Guardian). If your practice uses a supported payer, you'll see 'We Set This Up For You' at the top of the page before connecting remaining payer portals.
- Covered by EDI – No Login Needed – Lists payers that do not require portal connections because all necessary verification information is provided through EDI.
- Needs Attention – Highlights payer portals that still need to be connected before automated eligibility verification can begin.
These updates help simplify the setup process by reducing the number of manual portal connections required while making it easier to identify which payers still need attention.
To begin connecting a portal, under Needs Attention, click Set Up next to the appropriate insurance portal.From here, review the process tips and click Got it to begin.
Click Set Up to begin connecting to an insurance portal.
How to Connect a Portal
There are two parts to establishing a portal connection: copying your account details and creating the account on the portal. After that, you’ll choose a verification method.
Part 1: Copy Your Account Details
The system generates a dedicated set of login details for each portal:
- Name
- Managed Email (@mail-rcm.com)
- Secure Password (click the eye icon to reveal it)
- Managed Phone Number
Click the Copy button next to each field — you’ll paste these into the portal in the next step.
Why are these generated? The system needs its own account on each portal to check eligibility automatically. These accounts keep your staff’s personal logins separate and secure. The managed email and phone number allow the system to receive verification codes on your behalf.
Do not modify generated credentials.
Part 2: Create or Add a User on the Portal
- Click Reopen Portal to go to the insurance portal website.
- In the portal, do one of the following:
- Create a brand-new account
- Add a new user to your practice's existing account
- When the portal asks for login details, paste the Name, Email, Password, and Phone provided in RevenueWell.
- If the portal asks for additional practice information, such as TIN, NPI, provider license number, or ZIP code, enter accurate details.
- Set up a verification method (sometimes called “two-factor authentication” or “2FA”).
Part 3: Choose a Verification Method
After creating an account on an insurance portal, return to RevenueWell and select the verification method you configured during registration.Authenticator App (Recommended)
- Copy the setup key provided by the insurance portal.
- In RevenueWell, select Authenticator (TOTP) and paste the setup key.
- Copy the generated verification code back into the insurance portal to complete setup.
Email
- Select Email in RevenueWell.
- Trigger the verification email from the insurance portal.
- Open the email in RevenueWell, copy the verification code, and enter it in the portal.
Phone (SMS)
- Select Phone (Text) in RevenueWell.
- Trigger the verification text from the insurance portal.
- Open the message in RevenueWell, copy the verification code, and enter it in the portal.
No Verification Required
- If the insurance portal does not require multi-factor authentication, select No Verification Required. Your portal credentials will be saved immediately
Copy the generated verification code back into the insurance portal and complete the payer portal connection. Once you have connected at least 50% of the listed portals, click Continue to complete the setup.
You will then be directed to the Dashboard screen, which is your central hub for monitoring eligibility checks and performance.
👉 For portal-specific instructions, see the Portal Account Access Guide and our Credential Management Guides. Some portals may require admin approval or provider authorization. -
Payer Dashboard
The Payer Dashboard is the home base for AI Insurance Verification. It brings together everything you need to configure, monitor, and manage insurance verification throughout your practice.
From the dashboard, you can:
- Complete your Insurance Verification setup
- Manage payer mappings and insurance portal connections
- Review verification activity and account performance
- Identify and resolve setup or connection issues
- Access settings and ongoing account management tools
- Monitor the health of your Digital Assistant
As your practice begins using AI Insurance Verification, the dashboard becomes your primary location for monitoring verification activity, tracking performance, and ensuring your account remains configured for successful eligibility checks.
Digital Assistant Overview
At the top of the dashboard, you'll find an overview of your Digital Assistant. This section provides a quick snapshot of your account's current health and setup status, helping you understand whether Insurance Verification is ready to process patient eligibility checks.
Here, you can quickly see:
- The Digital Assistant assigned to your practice
- Whether your Digital Assistant is active
- Your overall account and verification health
- Any setup items that still require your attention
If you're still completing onboarding or haven't processed any verifications yet, you'll see No verification data yet. As verification activity begins, this section updates automatically to display your account's health and overall verification performance.
If additional setup is required, you'll also see an Items Need a Fix indicator. Below, under Needs Attention, there will be guidance on how to resolve the issue.
Recommended Setup
The Recommended Setup section helps you identify the next steps needed to complete your Insurance Verification configuration. As you work through onboarding or make changes to your account, this section updates automatically to highlight the most important actions to take next.
Common recommendations include:
- Connecting an insurance payer portal
- Completing remaining onboarding steps
- Providing or reconnecting portal credentials
- Finishing required account configuration
Select Connect or the recommended action to launch the appropriate setup workflow. Once the task has been resolved, it will be removed from the list.
We're On It
The We're On It section shows:
- Payers currently being configured by RevenueWell
- Tasks that require no customer action
Settings
The Settings section allows you to manage your Insurance Verification configuration after onboarding.
From here, you can access your payer mappings, update portal credentials, and maintain the information needed for successful eligibility verification.
Insurance Logins
The Insurance Logins page allows you to manage the insurance portal accounts used by your Digital Assistant to access payer websites and perform eligibility checks.
From this page, you can:
- View connected insurance portal accounts
- Add new portal credentials
- Update existing portal credentials
- Reconnect portals that require attention
- Resolve authentication or login issues
Keeping your portal credentials current helps ensure that Insurance Verification can continue to run without interruption.
Insurance Companies
The Insurance Companies page is where you manage the relationship between the insurance companies in your Practice Management System and RevenueWell's supported payer directory.
From this page, you can:
- Review your current payer mappings
- Map newly added insurance companies
- Update existing mappings
- Identify unmapped insurance companies
- Ensure eligibility requests are routed to the correct payer
Reviewing your payer mappings regularly helps improve verification accuracy and maximize automated coverage for your patients.
Verification Performance
The How Verification Is Going section provides an overview of your practice's Insurance Verification activity and performance. These metrics help you understand how successfully verifications are processed and how your tool performs over time.
Available metrics include:
Metric Description Checks This Week Total number of verification requests processed during the current week. Clean Rate The percentage of verifications completed successfully without requiring manual intervention. Average Turnaround The average amount of time required to complete a verification request. As your practice processes more verifications, these metrics update automatically, giving you ongoing insight into your verification activity and helping you identify opportunities to improve overall performance.