7 Essential Attributes of a Tavelli Co. Client

When a new prospect becomes a Tavelli Co. client, we anticipate an initial phase of procedural improvement. During this period, we may identify documentation issues or provide initial feedback. At Tavelli Co., we understand that this may be the first experience many businesses have with a collection agency. Our goal is to make this process as smooth as possible. Below, you will find a precise list of characteristics of an ideal client.

1. Listing Consistently, Listing Monthly –

At Tavelli Co., we frequently work on accounts that are within the statute of limitations and may be over one or two years old during the initial cleanup of a new client’s receivables. However, our ultimate goal is for our clients to list their accounts regularly and monthly. We’ve discussed the ideal timeline for listing in previous articles, but it’s important to remember that consistent results require consistent inputs. When clients list regularly, they tend to see their recoveries stabilize. This is because demographics are less likely to change, reducing the need for skip tracing, avoiding situations where a consumer or patient forgets the service rendered, or hearing questions like, “Why did it take so long to get a collections notice?” Our best clients list regularly and have a process for listing monthly. They also have a set directive to know when it is time to let go of an account, thus treating all accounts equally and without partiality. In addition, listing regularly helps with an assortment of other issues listed below.

2. Listing Accounts Chronologically –

In the collections space, we aim to avoid situations where a consumer pays a more recent debt only to receive another collections notice for an older debt. This can often be unavoidable due to factors like medical billing, charge appeals, or insurance reprocessing claims. Regardless, it is crucial that clients list debts for collections in a manner that respects a consistent timeline. For example, we prefer not to assign debts to collections in 2025, only to later discover additional past due balances from 2024 after establishing communication with the consumer. Even if these accounts are still owed and credible, it can be very confusing for the consumer, and we strive to prevent this confusion.

3. Avoid Listing Duplicates –

We want to ensure that no one receives communication or pays the same debt twice. Therefore, clients should avoid sending duplicate accounts. While our collectors are trained to identify duplicates, if our agency informs your company of an issue like this, it could indicate a need for updates or changes with how accounts are managed for collections. Fortunately, we have a company portal for this reason. Here, your company can see which accounts have already been sent to us. When in doubt, always double-check the portal to avoid sending duplicates.

4. Reporting Payments ASAP –

Once an account has been referred to collections and a direct payment has been made to your company, it is crucial to report the payment as soon as possible. This halts collection efforts and ensures that consumers are not contacted about a debt they have already paid off. While our collectors are trained to identify prior payments and this occurrence is stipulated within our contracts, the ultimate goal is to have no gap between the payment being made and our clients promptly updating this within our system.

5. Providing Documentation –

The best clients usually have the best documentation. There is often a direct correlation between providing exceptional evidence of a debt and a company’s returns. Improving the information collected at the front end can also limit disputes, discrepancies, or concerns a consumer may have on the back end. Furthermore, this can impact the efficacy of a consumer account’s ability to report to credit. Also, documentation plays a crucial role during the “review for legal” stage on specific account types.

6. Responding Promptly to Disputes –

Our goal is to always be more professional and courteous than anyone we interact with. When a consumer promptly responds with a dispute, it is crucial that our clients and company address these concerns immediately in a professional manner. Although resolving disputes within weeks may be legally sufficient, it does not meet the standard we uphold at our company. The ideal client responds to issues or grievances quickly, enabling us to conclude the debt in a timely manner while the matter is still fresh in the consumer’s mind.

7. Identifying the Cause of Consistent Disputes –

Unfortunately, the saying “where there is smoke, there is fire” holds true. While we take no pleasure in dismissing clients, our company maintains a certain standard and reputation. If a significant portion of a client’s accounts are receiving disputes, it raises a red flag and is cause for concern. If multiple consumers are raising similar issues, the problem should not lie with our client. If it does, it needs to be addressed promptly and professionally. Otherwise, it leaves both companies vulnerable to unnecessary stretches of unproductive activity, and constrains our client services team.

In conclusion, it is crucial to identify the ideal team member to handle account uploads. Consider someone who excels in data entry, is organized, accurate, prompt, and has a low likelihood of making errors when uploading demographic information and providing backup documentation. It could be the difference between an account getting paid or not. Essentially, you want the person who best embodies these attributes. For instance, if an employee struggles with spelling mistakes, that is a key indicator they would not fit well within this role. By ensuring accuracy at the front end, our collectors can spend less time correcting mistakes once accounts enter their queues. If you find that the designated person struggles with accuracy, additional training may be necessary. Ultimately, above all else, there is a reason why our number one directive is to list regularly, and list monthly, as needed. When your company does this, it helps in every other area.

Tavelli Co. is dedicated to delivering top-tier debt collections services in Irvine, CA, and across California. Whether you’re looking to refine your collection strategy or need expert assistance in managing outstanding accounts, our team is here to help. Contact us today at (707) 509-5565 to learn how we can support your business with effective and ethical collection solutions.

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Tavelli Co., Inc. has over 40 years of unparalleled experience in the debt collection and receivables management industry. Our mission is to achieve the right balance between getting clients paid and being empathetic to debtor circumstances, through implementing innovative practices, hiring experienced people, and improving business decisions through analytics. We provide peace of mind to all involved by collecting money with no complaints. Tavelli Co., Inc. takes the time to carefully listen to your customers and share their feedback with you through meaningful data and transparent communication, so you have access to the information you need to make quality decisions and improve your processes in the future. Contact us today and let the debt collection experts at Tavelli Co., Inc. help you set your business up for success.

IMPORTANT: Information provided by Tavelli Co., Inc., any employees of Tavelli Co., Inc., or its subsidiaries is not intended as legal advice and may not be used as legal advice. It is not intended to be a full and exhaustive explanation of the law in any area, nor should it be used to replace the advice of your own legal counsel.