Built for healthcare billing teams, revenue-cycle management firms, and practice managers. Convert Explanation of Benefits (EOBs), CMS-1500 claims, UB-04 facility claims, patient intake forms, superbills, and lab reports into clean Excel for AR posting and denial management.
An Explanation of Benefits from a payer is the source of truth for what got paid, denied, or adjusted on each claim. Practices receive 50-500 EOBs per week (paper-mailed or PDF-emailed) and need to post each claim's allowed amount, paid amount, patient responsibility, and denial reason codes into the practice management system. Manual EOB posting is a major bottleneck — most practices either dedicate staff to it or hire RCM firms to do it for them.
CMS-1500 claims (professional) and UB-04 facility claims also generate paper trails. Patient intake forms collected at registration need PHI extracted into the EHR. Superbills from referring physicians need diagnosis and procedure codes extracted for billing. Generic PDF tools either miss the structured medical-coding fields or produce CSV that needs cleanup — defeating the purpose.
PDFExcel reads healthcare documents by structure. EOBs extract with patient name, date of service, CPT code, billed amount, allowed amount, paid amount, patient responsibility, and CARC/RARC denial codes — one row per service line. CMS-1500 and UB-04 claims extract with provider, payer, patient, ICD-10 diagnosis codes, CPT procedure codes, modifiers, and units. Superbills extract physician-coded diagnosis + procedure data for billing posting.
Drop the export into the practice management system (NextGen, Epic, athenahealth, AdvancedMD, Kareo, eClinicalWorks) for batch posting. Built-in OCR handles the paper EOBs that still arrive by mail. Files are processed in memory and deleted immediately — important for HIPAA compliance posture.
Trained on real EOB layouts from major payers (UnitedHealth, Anthem, Aetna, Cigna, Humana, BCBS, plus Medicare and Medicaid intermediaries). The model knows that CARC code 45 means contractual obligation and 197 means precertification absent — and tags denial codes correctly.
Most EOB-extraction tools either need a specific clearinghouse integration or charge per-claim at practice volume. PDFExcel reads any payer's EOB directly — and is HIPAA-aware in its data handling.
One row per service line with billed / allowed / paid / patient responsibility, plus denial codes for the work list. Drop into the PM system as a posting batch.
| # | Patient | DOS | CPT | Billed | Allowed | Paid | Pt Resp | Denial |
|---|---|---|---|---|---|---|---|---|
| 1 | Smith, J. | 02/14/2025 | 99213 | $165.00 | $94.20 | $75.36 | $18.84 | |
| 2 | Smith, J. | 02/14/2025 | 99000 | $25.00 | $0.00 | $0.00 | $0.00 | CO-97 |
| 3 | Doe, M. | 02/16/2025 | 99214 | $220.00 | $132.40 | $105.92 | $26.48 | |
| 4 | Doe, M. | 02/16/2025 | 85025 | $48.00 | $24.18 | $24.18 | $0.00 | |
| 5 | Patel, A. | 02/18/2025 | 99203 | $285.00 | $0.00 | $0.00 | $0.00 | CO-197 |
In-house billing teams at solo + group practices, revenue cycle management firms supporting multiple practices, ASC and surgery-center billing teams, dental practices, behavioral health billing teams.
200+ EOBs per week from 8-10 payers. PDFExcel batches the week's EOBs, exports to AdvancedMD posting CSV. Posting time drops from 2 days/week to half a day.
Supports 30 practices on different PM systems. Standardize EOB extraction on PDFExcel, export to whatever each client's PM expects. Onboard new clients faster — no per-PM EOB-parsing setup.
Pulls last 90 days of denial-coded claims from EOBs. CARC code analysis reveals a precert workflow gap — fix it, recover $40k in re-billable claims.
We handle data in a HIPAA-aware way: encryption in transit, processing in memory, deletion as soon as extraction completes. Never stored, never shared, never used to train AI. SOC 2 controls in progress. For HIPAA-covered entities, BAA (Business Associate Agreement) available for Enterprise customers — contact us before going live with PHI.
Yes. UnitedHealth, Anthem, Aetna, Cigna, Humana, BCBS plans, Medicare and Medicaid intermediaries all work. The model adapts to each payer's layout. Regional payers and TPAs also work — generally well, though smaller payers with unusual layouts may need a visual spot-check on first use.
Yes. Claim Adjustment Reason Codes (CARC) and Remittance Advice Remark Codes (RARC) extract as their own columns. Critical for denial management work-lists.
Yes. Drop a week's EOB folder as a ZIP, get back one Excel with all service lines. See batch processing for the broader workflow.
We export CSVs that those PM systems accept for batch posting. No direct API integration — by design, keeps the tool simple. Most billing teams set up a saved import mapping per PM and reuse it.