TherapyNotes holds your schedule, notes, and billing records. Someone still has to work the rejected claim, call the payer about the short payment, and post the ERA. Our team does that inside your account, so you can leave the claims cycle to us and get back to your caseload.
Please leave out client names and any protected health information.
You do not need to move to another platform or retrain your clinicians. We log in with the access your practice gives us, and your team keeps scheduling, documenting, and signing notes the way it does now. Permissions stay yours to set: the account owner decides which users can see billing, and we work within whatever level you grant.
TherapyNotes gives you the tools: electronic claims, real-time eligibility checks, assisted ERA posting, client statements, and reports such as the Insurance Aging Report and the Revenue Report. Tools still need a person to read the warnings, correct the rejections, and decide what to do with a denial. That person is on our team. Which features you see depends on how your account is set up, and we sort that out first.
One rule governs how we bill: the claim follows the note. We never ask a clinician to rewrite documentation to fit a code. If a charge and a note disagree, the question goes to the clinician and the claim waits for the answer.
One wrong setting repeats on every session booked under it, so a small error turns into a pile of claims to fix. Finding it early saves weeks of rework.
A session with no finished note leaves the biller with nothing to check the charge against, so the claim sits.
A default CPT code, rate, or place of service set incorrectly gets copied onto every session booked under that appointment type.
Some payers are unsupported through the TherapyNotes clearinghouse connection or have no payer ID. That can mean a CMS-1500 or a payer portal in place of electronic filing.
Real-time eligibility covers a limited list of payers. For the rest, someone has to check a portal or pick up the phone, and behavioral health carve-outs often hide there.
A secondary claim goes out only after the primary ERA is posted and the secondary payer is enrolled. Skip either one and the balance stays open.
A rejected claim shows as Pending Resubmission, with a small count badge on the screen. On a busy week it is easy to scroll past.
TherapyNotes fills in suggested amounts from the ERA, but a wrong allocation or an unchecked adjustment still lands on the client's balance.
A claim nobody follows keeps aging toward the payer's filing and appeal limits.
From the first eligibility check to the last aging balance, each task below is assigned to a biller on our team.
We go through your practice details, rendering providers, payers, rates, and appointment types. Anything that conflicts with a payer contract or your actual workflow gets flagged.
We run real-time checks where the payer supports them and use portals or phone calls where it does not. Copay, deductible, coinsurance, and any behavioral health carve-out are recorded.
We turn on electronic claims and ERA in your account, complete payer enrollment, and track each payer through approval. Credentialing is a separate task and we treat it that way.
Provider, date, CPT code, units, diagnosis, place of service, and payer are matched to the session record before a claim goes out.
We check psychotherapy time codes, intake evaluations, family and group sessions, interactive complexity, E/M visits with add-on codes, and testing against the note and the payer's policy.
Claims leave through the Submit Electronic Claims screen once the red errors are cleared and the yellow warnings are read. Each payer's filing limit stays in view.
We work the Electronic Claim History and the Pending Resubmission queue, fix the data problem behind each rejection, and resubmit.
We run assisted ERA posting, upload ERA files received outside TherapyNotes, record adjustments and client responsibility, and match postings to bank deposits.
Each denial is read by reason code. If the error was a data problem, we correct it. If the payer's own policy supports payment, we appeal with the records attached.
Once the primary ERA posts, we confirm the secondary payer is enrolled, send the secondary claim, and post the second payment when it arrives.
Using the Insurance Aging Report, we work balances by payer and age, check claim status, and escalate claims that stall.
Statements are built from post-adjudication balances with deductible and coinsurance records applied. We also create superbills for out-of-network clients and answer routine billing questions.
We log approval numbers, units, and date ranges, watch for expirations, and assist with payer applications and CAQH upkeep.
Each step follows the claim from account access to the monthly report.
Confirm login permissions, review settings and the payer list, and pull the current aging report.
Verify client demographics, insurance details, and the signature on file.
Run real-time or manual checks and note benefits and carve-outs.
Match each charge to the session record, code, units, provider, and place of service.
Submit electronically after errors clear, and prepare a CMS-1500 for payers outside the clearinghouse.
Post remittances, reconcile deposits, and update client balances.
Fix and resubmit rejections. Work each denial by its reason code.
Work open claims by payer and age, then send you a summary of billed, paid, pending, and stuck claims.
A solo therapist and a multi-clinician group meet different payer rules. We set the workflow around what your practice actually bills.
Time-based codes depend on session length. Code 90832 covers 16 to 37 minutes, 90834 covers 38 to 52, and 90837 starts at 53. We check start and stop times against the code billed.
E/M visits billed with a 90833, 90836, or 90838 add-on need both services documented separately in the note.
Codes in the 96130 to 96139 range carry time and unit limits, and some payers want prior authorization before testing begins.
Several rendering providers mean several sets of credentials and rates. Where a supervised clinician bills under a supervisor, we confirm the payer's rule first.
Video, audio-only, and in-person sessions can carry different place-of-service codes and modifiers on one clinician's claims.
Intensive outpatient and similar program services can add level-of-care, authorization, and service-unit rules.
Place of service and modifiers are the two claim fields that vary most between payers on telehealth claims. Many payers expect POS 10 when the client is at home and POS 02 when the client is somewhere else, while some set a rule of their own.
Modifier 95 marks a synchronous video visit and 93 marks audio-only, but payers do not treat them alike. Medicare has used modifier FQ for audio-only mental health services, for one. We read the current payer policy for each claim type instead of applying one rule everywhere.
TherapyNotes has a telehealth coding setting in its billing options, and we check that it matches what each payer wants before claims leave. Licensure and where the client sits during a session remain your compliance call. We flag any billing question that depends on them.
The aim is a steady billing routine and a clear view of where each claim stands.
Eligibility checks and charge review catch setup mistakes before the payer does.
A biller works each unpaid claim by payer and age, so balances stop sitting unnoticed.
Reports show what was submitted, paid, rejected, or still waiting.
Routine claim and posting work moves off your after-hours list.
You keep TherapyNotes, your clinical records, and your workflow.
You decide who logs in and what they can see, and you can change that at any time.
We bill behavioral health, so the codes, authorization rules, and payer habits behind therapy, psychiatry, and psychological testing are familiar to our team. They already know how those services map onto TherapyNotes screens.
We tell you what is happening with your claims. Billed, pending, rejected, and stalled claims are listed in plain language, and when a problem needs your input, we ask for it right away.
No billing company controls what a payer decides, pays, or when. We can promise careful work, a documented process, and honest reporting on every claim we touch.
What practice owners ask before they hand off billing.
Yes, in most cases. You create logins for our team and set what each one can see. Which billing tools appear depends on how your account is configured, and we confirm that during onboarding.
No. We work with TherapyNotes and the clearinghouse connection built into it. If a payer is not supported there, we file a CMS-1500 or use the payer's portal instead.
No. TherapyNotes checks a limited list of payers in real time. For everyone else we use the payer portal or a phone call, and we record the behavioral health benefit and any carve-out to a separate managed care company.
Secondary claims can go out electronically from TherapyNotes once the primary ERA is posted and the secondary payer is enrolled for claims and ERA. We confirm both, send the claim, and post the second payment when it arrives.
A rejection is stopped before the payer processes the claim, usually over a data error, and TherapyNotes marks it Pending Resubmission. A denial comes back on the ERA after the payer has reviewed the claim. We fix and resubmit the first. We read the reason code on the second and appeal when the payer's policy supports it.
Yes, while they are still inside the payer's timely filing and appeal limits. We review the aging report, sort claims by what is still recoverable, and tell you plainly about any that are past the deadline.
Where the payer allows it. Rules differ by payer and state, so we check each policy first, including how a supervised clinician must be listed on the claim, and bill only what the policy and the note support.
Yes. We build superbills, run out-of-network benefit checks, and prepare statements for self-pay clients. Good Faith Estimates under the No Surprises Act belong with your compliance advisor.
Yes. We match the place of service, modifiers, and the TherapyNotes telehealth coding setting to each payer's current rules.
Ask for the free billing review. We look at your setup, rejection history, and open A/R, then explain what we would take on. If you move ahead, onboarding starts with account access and a review of your payers and balances.
You opened a practice to see clients, and evenings spent chasing payers were never part of that plan. If rejected claims or old balances are eating your time, send us a review request and we will look at your account with you.