Each business day we pull 835 files from your clearinghouse and payer portals, and index any paper EOBs or patient checks your office scans to us. Nothing waits for a weekly batch.
Payments are matched to claims by claim number, member ID, and date of service. Anything that does not match cleanly goes to a research queue with a named owner, not an unapplied bucket nobody reviews.
We post the allowed, paid, and adjusted amounts for every service line: the 90791 intake, each 90834 or 90837 session, psychological testing under 96130 through 96139, or H0015 units on an IOP claim.
Contractual write-offs (group code CO, most often CO-45) are applied against your fee schedule. Codes that signal a fixable problem, such as CO-197 for missing authorization or CO-29 for expired timely filing, are never written off quietly.
Copay (PR-3), coinsurance (PR-2), and deductible (PR-1) are posted as separate amounts, so statements, collection reports, and payment plans all read from accurate numbers.
Zero-paid and short-paid lines move to denial follow-up the same day, with the CARC and RARC codes attached, so appeals start while the full filing window is still open.
Posted totals are tied to actual bank deposits, credit balances are listed for your review, and you receive a daily posting log plus a month-end summary your accountant can work from without follow-up questions.
ERA (835) posting with exception handling for unmatched payments
Manual posting of paper EOBs and payer correspondence
Patient payment posting: copays, portal payments, checks, and card receipts
Same-day denial identification with CARC and RARC reason codes
Underpayment flags checked against your payer fee schedules
Contractual adjustments applied per contract, with small-balance rules you set
Credit balance reports, including Medicare overpayments subject to the 60-day return rule
Secondary and tertiary claim release once primary adjudication posts
Deposit-to-posting reconciliation at day end and month end
Posting logs and month-end summaries in the format your practice already uses
Our posting team has worked mental and behavioral health claims for more than 15 years, across Medicare, state Medicaid programs, and commercial payers. The work happens inside your own practice management system, under logins you control and an audit trail you can read, so your data never leaves your hands. Systems we post in include SimplePractice, TherapyNotes, Tebra, AdvancedMD, Valant, DrChrono, and Office Ally, among more than 28 platforms in current use.
We operate under a signed business associate agreement, with access limited to the billing functions we perform, as HIPAA requires. Mental Health Billing works alongside A2Z Billings, its partner company, which adds trained posting staff when your volume spikes at quarter end or after a payer backlog clears.
Years in behavioral health billing
PM and EHR systems we post in
Hour posting turnaround
States, all payer types
An ERA is the electronic version of a remittance, sent as a HIPAA 835 file, and it can be auto-posted with the right setup. An EOB is the paper or PDF explanation a payer mails, which has to be read and keyed by hand. We post both, and we set up ERA enrollment with payers that offer it so less of your money arrives on paper.
Our standard is 24 to 48 hours from the time a remit or EOB reaches us. Electronic remits pulled from your clearinghouse usually post the same business day.
Yes. Copays collected at the front desk, portal and card payments, mailed checks, and payment-plan installments all get posted against the correct visit rather than dropped on the account as a lump sum.
It gets read, not skipped. We record the adjustment reason codes, determine whether it is a true contractual zero (a bundled service, for example) or a fixable denial (a missing authorization), and route fixable lines to denial follow-up the same day.
We load your contracted fee schedules and compare the payer's allowed amount to the contract at posting. Short-paid lines are flagged with the exact difference, and repeat patterns from one payer get reported together so a systemic error can be disputed once instead of line by line.
We currently post in more than 28 platforms, including SimplePractice, TherapyNotes, Tebra (formerly Kareo), AdvancedMD, Valant, DrChrono, and Office Ally. If your system is not on the list, we learn it during setup; posting screens differ between platforms, but the data inside an 835 does not.
Credit balances appear on a report you review, with our recommendation attached. Medicare overpayments carry a legal obligation to report and return the money within 60 days of identifying it, so those are marked with dates and never left to age.