Staffing Considerations

Summary
Zaya is designed to reduce back-office burden. You do not need to add headcount, but you do need clear ownership for two ongoing workflows.

What stays with your practice?
Zaya handles billing. Your team is responsible for:

1. Claim uploads

   • Download CMS-1500 claim files from your EMR

   • Upload them to the Zaya Portal (drag and drop)

2. Payment posting

   • Use remittance data in the Zaya Portal

   • Manually post payments in your EMR

Automatic payment posting is not available. The Zaya Portal provides a structured table with all required values to support manual posting.

Key timelines
For healthy cash flow, complete both claim uploads and payment posting every 1–2 business days.

Delays can slow revenue and make issues harder to resolve later.

How to staff this correctly
These workflows are:

• Straightforward

• Repetitive

• Time-sensitive

They do not require advanced billing expertise. They require consistency.

Common ownership assignments:

• Office manager

• Front desk admin

• Internal biller

• Third-party biller

The key factor is reliability and daily execution—not seniority.

Billing partners familiar with Zaya workflows
Some practices choose to work with billing partners who already understand the Zaya Portal. The following have been recommended by Zaya practices and are familiar with Zaya workflows:

• COB Solutions

• WCH Service Bureau

You are not required to use these vendors. They may be helpful reference points if you are evaluating support options.