You’re already paying for Tebra. We supply the billers that work inside it: eligibility and carve-out checks, claim fixes, ERA posting, denial follow-up and aging balances. Your practice remains on your current software, your data remains where it is.
Mental Health Billing is an independent billing company and not affiliated with Tebra. You give us access to your account to do the work, subject to limits agreed by both of us.
Contact our billing team
In Tebra, all the billing mechanics are linked together, including scheduling, charting, electronic claims and patient payments. Behavioral health has its own administrator, so a person still has to figure out why a claim went to the medical carrier; notice that an authorization ran out last week; and call a payer about a claim that was accepted, and then went silent.
The person is with us. We sign a Business Associate Agreement and log in with role-based access that you control. From there we check eligibility and carve outs, review charges and codes, submit claims, work rejections and denials, post ERAs, chase aging balances, prepare patient statements, coordinate credentialing and send reports.
Many offices still call the platform Kareo, and the help center still references that in places. Kareo and PatientPop merged to form Tebra, so we work with existing Tebra accounts as well as the old Kareo screens and terms your staff may still be using.
Learn about our medical billing services →Tebra integrates registration, scheduling, notes, charges, claims, payor responses, payments, patient balances and reports. The software sends the data on. It’s read, questioned and acted on by our billers throughout your account journey.
Please review the patient case for demographics, subscriber information, current coverage, behavioral health benefits, and authorizations.
Identify the service documented for each encounter along with the CPT code, diagnosis, modifiers, units and rendering provider.
Work code checks and claim edits, correct errors the record supports, send claims electronically and read acknowledgments.
After ERAs. Connect EFT payments to bond deposits. Handle denials. Monitor unpaid claims. Clear patient balances.
Most claims that get stuck are due to bad data entry or follow-up that never took place. Tebra processes what is put in. It needs a person to check whether it was given right.
Behavioral health is carved out and claims are sent to the medical carrier. Subscriber information does not match. Eligibility response confirms active coverage, but does not indicate who administers mental health benefits. The batch eligibility check also reads the primary insurance on the appointment case so a wrong case will give a wrong check.
Session times not supporting billed code. Wrong diagnosis pointers. Wrong modifiers or place of service. Provider mismatches. Charges no one released.
Tebra reviews a claim before the payer and the clearing house see it. If one claim fails that first check, it never makes it to the clearinghouse. And if one claim on an encounter fails, every claim on that encounter fails.
Claims that never pay and are accepted Denials that keep repeating ERAs posted halfway Underpayments nobody compares with the contract
Used approved sessions, expired dates, services billed without approval on case.
No owner or payer follow-up that fell through the cracks, balances approaching filing limits, patient statements sent before insurance finishes posting.
Callout: Missing field can be detected by Tebra. It can't research if a plan carves out mental health, read a note to find out why a 90837 was paid like a 90834, or call a payer about an unpaid claim. Billers do this work.
All of the services below can be included in a full-cycle billing arrangement or hired standalone. We agree on who owns what and what access we need before any work starts.
Eligibility, charge review, code checks, claim submission, rejections, ERA posting, denial appeals, A/R follow up, patient statements, reports. We document who owns each task so there is nothing in between your staff and our staff.
Where your access allows, we review provider details, NPIs, taxonomy codes, tax IDs, insurance records, payer setup, open claims, rejections, denials, fee schedules and enrollment status. You receive findings and advice. You must approve changes.
We verify active coverage, behavioral health benefits, copay, coinsurance, deductible, network status, visit limits, referrals, and authorization rules and determine the payer who actually adjudicates mental health claims. A 270/271 response is not a guarantee of payment.
Some plans contract with a separate administrator for behavioral health, such as Optum, Evernorth, Carelon or Magellan. We review each plan’s administrator, payer ID, network, authorization process and claim destination.
90791 and 90792, psychotherapy codes 90832, 90834, and 90837, family and group sessions, interactive complexity, E/M visits with psychotherapy add-ons, medication management, and testing. Each code must match the note and the payer rules.
We review Tebra's code edits and claim edits for patient data, payer IDs, CPT and ICD-10-CM pairing, modifiers, provider information, place of service, and missing fields. Then we identify the cause and repair what the record supports.
Your account has primary and secondary claims that go through the billing and clearinghouse steps. We monitor batches and acknowledgments and retrieve supporting documents when requested by a payer.
We work the Track Claim Status list and clearinghouse reports, then correct invalid payer IDs, member numbers, subscriber data, NPI or taxonomy errors, missing fields and format problems before rebilling.
We track claims from submitted to accepted, pending, paid, partly paid, denied, or rejected. Clearinghouse acceptance is not payer approval. Therefore, each open claim is assigned a next step and date.
We post ERAs, review contract adjustments and patient responsibility, follow up on unapplied payments and reconcile posted to bank deposits. ERA and EFT enrolll separately and it can take weeks for a payer to approve either one.
We read EOB and remittance codes, sort denials into eligibility, carve-out, authorization, medical necessity, coding, enrollment or timely filing and pursue the corrections or appeals the payer’s policy supports.
We process unpaid claims by age bucket, check payer status, monitor filing deadlines, review underpayments, follow up on secondary claims and sort out old balances for the write-off or collection decisions that you make.
We document approved sessions and units, start and end dates, remaining visits, reauthorization needs, testing approvals, and higher-level-of-care limits. We notify your team of gaps. Clinical calls remain with your providers.
Maintain CAQH, payer applications, Medicaid enrollment where applicable, NPI and taxonomy verifications, rendering provider enrollment, re-credentialing, EDI, ERA and EFT enrollment. Tebra’s own enrollment FAQ says approval is one to eight weeks, and ERA approval is two to eight, and the payer sets the pace.
The payer has finished reconciling patient responsibility and generating statements. We have customized Tebra's statement settings, such as days between statements, max statements and minimum balance, to match your policy. We also set up your digital payment links, online payments or reminders where they form part of your plan.
We review claim status, open balances, A/R aging, denial trends, collections, payment gaps, and open tasks and submit the agreed upon reports. They show slow payers and repeat issues.
Migrating from older Kareo workflows or another billing system? We’ll manage payer setup, fee schedules, enrollment needs, open claims, A/R, unresolved denials and patient balances so claims remain in motion. Whether history is transferred depends on what data exists and how the account is setup.
Callout: One difference drives the day-to-day work. A rejection is stopped before the payer makes a decision and usually requires a correction and resubmit. The decision by the payer after processing can be a denial requiring a corrected claim, research or an appeal. Tebra keeps the two in separate status lists and we work them differently.
Psychotherapy codes are timed and documented. 90834 is 38 to 52 minutes. 90837 begins at 53 minutes. Psychiatry visits generally include E/M service and a psychotherapy add-on. Route claims to a different administrator for carve-out plans. Network status may differ by payer and location.
A biller who sees these on a daily basis will catch them before a claim is sent out and will know where to look when a payer response doesn’t make sense.”
We tailor the review to the services your clinicians are providing, the records that support them, each payer’s rules and the authorizations in place.
Individual, family and group therapy, length of session and payer rules.
See therapy billing →Evaluations, Medication Management, E/M Visits and Psychotherapy Add-Ons.
See Billing for psychiatry →Timed services and authorizations, psychological and neuropsychological testing.
Billing for psychology →Provider enrollment, payer rules, drug management and behavioral health claims.
See PMHNP billing →Authorized units, attendance, professional and facility claims and payer requirements.
View IOP billing →Program-level billing, claim follow-ups, authorizations, and documentation review.
PHP billing →Higher levels of care. Payer specific rules. Billing handoffs between teams.
See RTC billing →Payer rules, authorization review, service-level billing.
See detox billing →Provider details. Payer contracts. Central billing. Reports by provider.
Learn more about billing for group practice →Mixed payer rosters, outpatient services, telehealth and claim follow up.
See outpatient billing →Payer-specific rules for: Place of service Modifiers Provider location and date-of-service
The rules for behavioral health payers, authorizations for levels of care, and the applicable record safeguards.
The process is registration-reporting, an assertion. Practices that give you the entire cycle get to every stage. Practices that select individual services get only the stages touched by those services.
Ownership, access, escalation steps and reporting are agreed at the time of onboarding. Within that scope is the billing-side work that our billers do.” Your practice handles clinical care, timely documentation, the Tebra subscription, and questions regarding clinical or patient information.
Demographic, insurance, subscriber information.
Coverage, benefits, payer routing, cost sharing.
Encounters completed, visits authorized, units remaining.
CPT, diagnosis, modifiers, units, providers
Editing claims, electronic submission, acknowledgments.
ERA and EFT reconciliation, appeals, patient billing, follow-up.
What Tebra offers can depend on your plan and setup. We find out what you’ve got, and then we build a workflow around it.
From the Daily Calendar, Tebra can run a batch eligibility check for everyone booked that day. We read the patient, the primary insurance on the appointment case and the provider. So we fix the case first and then read the response for behavioral health benefits and carve-outs. When Tebra runs with an EHR partner, the batch checks are not available and we check eligibility a different way in that setup.
That reduces manual steps because Tebra reviews each claim before it goes to the clearinghouse and payer. Those edits don't choose a code or know each payer's quirks, so we review those areas by hand.
Track Claim Status distinguishes between rejections and denials, and the clearinghouse reports show what bounced and why. We sequence the follow-up and deal with payer research or appeals that a status screen can’t finish.
ERAs post payment details into Tebra and EFT moves the money. We look at the exceptions: partial payments, remittances that don’t match a claim, and contract adjustments that look wrong.
The statement settings control spacing, count and minimum balance. We make sure insurance is fully posted before sending out a statement so the patient isn't billed for amounts still due by the payer.
Fee schedules, payer mapping, A/R views and reports show patterns if the setup and the data are right. We audit the first two.
We are behavioral health billing specialists and work remotely within your current account under the process we agree to.
We specialize in billing for psychiatry and psychotherapy, psychology, testing, substance use treatment and behavioral health.
We know the Tebra pieces: eligibility, claim edits, electronic submission, claim status lists, ERA posting, statements and A/R views.
We identify the entity that adjudicates behavioral health claims. We don’t assume the medical carrier is correct.
Billers will add code checks, payer research, documentation questions and follow-up calls.
We use authorized access on your current Tebra environment, within the features and permissions you’ve.
Full revenue cycle or select tasks, whatever suits your operation.
Agreed reporting on claim status, denial patterns, payment gaps and open A/R.
Business Associate Agreements govern our operations. We use role based access. We limit information to the minimum necessary. We use safeguards to protect health information.
Disclosure from an independent company: Mental Health Billing did not create Tebra, does not own Tebra, and is not a Tebra approved partner, certified vendor or affiliate. Tebra has its own billing service. We are an alternative for practices that want an independent behavioral health billing team.
How independent billing works with Tebra and legacy Kareo workflows.
Kareo and PatientPop merged into Tebra. Tebra is the new name for the platform that many practices still refer to as Kareo, and the help center still has Kareo in place.
Yes. We work under role-based access that you authorize through a Business Associate Agreement. The permissions you grant and the features in your plan determine what we can do.
Usually not. We work within the software you already use and identify any account or setup limitations during the initial review.
Yes. We look at coverage, behavioral health benefits, cost sharing, network status, session limits, and authorization rules. Then we figure out who adjudicates mental health claims for that plan. An eligibility response is not a guaranty of payment.
Yes. Through your account we submit claims, read acknowledgments and clearinghouse reports, correct the cause of any rejection and resubmit when applicable. Rejections are prior to adjudication, denials are post payer processing.
Yes. We review remittance data. Post payments and check adjustments. Match deposits. An ERA contains the adjudication information and an EFT carries the funds. Each may need its own payer enrollment, and Tebra’s own FAQ says that ERA approval can take anywhere from two to eight weeks.
Yes. We review denials, prepare corrected claims or appeals as needed and work aging claims by payer and age. We do not guarantee appeal outcomes, they are dependent on the facts and payer decision.
Yes. We support solo practitioners, group practices, and multi-provider organizations, including psychiatry, psychology, PMHNP, substance use, IOP, and PHP programs. Scope is influenced by provider count, payer mix and billing complexity.
Yes, as a separate service than claim billing. This may include CAQH maintenance, payer applications, Medicaid enrollment where applicable and EDI, ERA and EFT enrollment. Payers establish approval timeframes.
We can facilitate payer setup, fee schedules, enrollment needs, open claims, A/R, denials and patient balances. Not all historical records will automatically be transferred as this is dependent on data availability, access and configuration, and project scope.
Not sure your Tebra billing is working the way it should? A focused review can uncover claim denials, payer routing problems, aging A/R, payment gaps and workflow holes. We tell you what we find whether or not we get hired by you.
Mental health matters. Billing is a stand-alone billing and revenue cycle management company. Tebra and Kareo are not affiliated with it and do not endorse or certify its services. Tebra and Kareo are the names and trademarks of their respective owners. Features and workflows will vary by plan, configuration, and permission. We confirm the scope of service during onboarding and in the service agreement. No assurance of collection percentage, reimbursement amount, denial rate or payment timeframe.