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How TPAs Can Simplify Multi Client Premium Billing Without Sacrificing Accuracy

This checklist was created for third party administrators who need billing operations that flex across clients while maintaining accuracy, transparency, and control.

Managing premium billing across multiple clients is complex. Each client brings different plan designs, billing rules, contribution structures, and reporting expectations. As complexity grows, so does the risk of errors, rework, and audit exposure.

Key Takeaways:

This practical checklist walks through key operational considerations for managing premium billing across multiple clients, including how to:

  • Configure and separate client specific billing rules without creating operational silos

  • Standardize billing workflows while still supporting unique client requirements

  • Reduce manual billing steps that contribute to errors and delays

  • Improve premium calculation accuracy, including retroactive changes

  • Streamline payment posting and reconciliation across payment platforms

  • Maintain audit ready billing records that support client and regulatory reviews

Each section is designed to help billing, finance, and operations teams identify gaps and prioritize improvements.

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Who This Is For

This checklist is ideal for:

  • Third party administrators supporting multiple employer groups or plan sponsors

  • Billing and finance leaders looking to reduce complexity and rework

  • Operations teams preparing for growth, audits, or system modernization

  • TPAs evaluating whether current billing tools can scale with client demand

Built for Real World TPA Operations

Rather than focusing on theory, this checklist reflects common challenges TPAs face when managing premium billing across diverse client portfolios. It emphasizes flexibility, accuracy, and audit readiness without requiring a one size fits all approach.

Modern, configurable platforms such as HealthAxis AxisCore can support these goals by enabling accurate premium billing and member invoicing, streamlining payment posting and reconciliation, and reducing manual effort and billing related errors. The checklist is designed to be valuable regardless of your current technology environment.

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Our experience with HealthAxis spans many years and has been very satisfying. HealthAxis and our dedicated team have consistently demonstrated professionalism, and they have continued to perform at a high level. Their ability to adapt to our needs as it relates to Part B administration has been more than flexible and accurate. HealthAxis has displayed an ability to learn our clients' plans and help to ensure compliance with the ever-changing Medicare landscape. I truly appreciate and value the relationship with HealthAxis.

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Vice President & General Manager
The team at HealthAxis is extremely helpful and informative. Their knowledge base for ideas, problem solving, and delivery are done so with outstanding quality and readiness. HealthAxis recognizes our concerns and they address them clearly and concisely by demonstrating superb product and system knowledge which earns our trust in their abilities.

Sharon Abney

Chief Operating Officer
InsuranceTPA.com Administrators
Over the course of our 22-year relationship, HealthAxis has provided exceptional service and support to our team. We value the collaboration and knowledge that their team brings to the table to address our concerns timely and efficiently.

Jennifer Moore

Vice President of the Group Health Program
NTCA–The Rural Broadband Association
HealthAxis has consistently met the Medicare supplement processing needs of our organization since January 2014. We can rely on them to process timely, error-free results. They maintain open communications and are very responsive to our processing and/or programming needs. We have asked for many processing upgrades over the years, and we have never had a request be denied or not be completed within time constraints. Questions are given top priory and solutions to issues are presented without prompting. Consistency is paramount, with minimal changes to the staff that supports us over the years. Overall, the relationship has been one in which we can truly trust they will meet the needs of our organization and policyholders.

Kevin Roberts

Sr. Vice President of Insurance Operations
United Commercial Travelers of America

The HealthAxis platform is a user-friendly system that allows for a smooth communication between each application. This allows for multiple departments to handle member customer service in an efficient manner.

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