When an old financial system is replaced, there are typically outstanding accounts receivable (A/R) records that aren’t converted in full line-item detail to the new software. Although keeping the legacy system up and running is an option for collectors to wind down A/R, it is often a more costly approach than archiving due to high vendor support fees on a full-production billing system. HealthData Archiver® an industry-leading long-term data storage solution, offers A/R management capabilities ranging from simple transaction posting to automated collection agency management to complete collections functionality.

HealthData AR Manager®

Comprehensive Management of Collections for Legacy A/R Records Wind Down

Manage more complex A/R wind down after the financial system is decommissioned. With this browser-based application, billing staff can continue collection efforts by refiling 837s* and receiving 835s, managing collector/agency workflows and maintaining predefined interfaces. Provides the ability to send statements as well as post payments, adjustments, memos, and request refunds. Standard reports and extracts can be produced.

Billing and Collections

  • Wind down longer and more complex A/R with UB-04 and HCFA-1500 re-billing.
  • Manage collection workflows for both internal billing staff and multiple outsourced agencies.
  • View full transaction history, editing and posting payments/adjustments manually or in-batch.
  • Create zero-balance and credit-balance accounts to handle payment and adjustment errors.
  • Produce memos and refund requests.
  • Update insurance and demographics and attach scanned images (i.e., PDF, JPG, GIF) to A/R records.
  • Refile 837 claims* and create an 837i or 837p from updated account information.
  • Receive 835 ANSI remittance advice.
  • Produce statements and on-demand letters. Use word processing mail merge to create letter series.
  • Group accounts by guarantor to maximize collection efforts with consolidated statements.

*In conjunction with your clearinghouse.


  • Predefined interfaces will continue to communicate with general ledger systems, bank lock boxes, collection agencies, letter/statement production firms, and other entities as required.
  • Encrypted updates are transmitted to the hospital’s patient accounting and general ledger systems as well as to outside collection and bad debt agencies.
  • Interfacing and posting directly into a hospital or third-party system is available.

Reports and Exports

On demand reporting can be utilized to generate reports/extracts, to query data as needed, or to generate standard reports – defined by a selection of tables and fields – that comply with government agency requirements.

  • Daily Transaction Report
  • Same-day Cash Posting Report
  • Summary of Transactions (for posting to General Ledger)
  • GL Reports
  • Audit Reports
  • Agency Reports


  • Monitor audit logs.
  • Customize user views by security level and data type.
  • Utilize proprietary logic to link patients across different systems and guarantor levels.
  • Safeguard Protected Health Information with multiple layers of HIPAA-compliant security.
  • Release information from a visit or guarantor level with “confidentiality” watermarks.
  • Integration to seamlessly access clinical records.

Benefits of incorporating AR Management into a legacy data management strategy

  • Reduces costs of legacy system support and maintenance.   
  • Fortified defense against cybersecurity threats.
  • Ensures record retention and compliance.
  • Enables account resolution during system transition.

Download AR
Information Sheet


Healthcare Data Management Software & Services | Harmony Healthcare IT

Got legacy financial systems with outstanding accounts receivable records?
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