Revenue cycle management
Behavioral health billing, done properly
From the moment your session note is signed to the moment the payment posts — we run the entire billing cycle for solo practices and group clinics, in all 50 states.
What's included
Claims submission
Clean claims submitted within 48 hours of your session notes — primary and secondary payers, correct CPT and modifier use, telehealth rules included.
Payment posting & reconciliation
Every EOB and ERA posted, checked against your fee schedule, and flagged when a payer pays less than contracted.
Denial management & appeals
Denials worked daily — not once a month. We correct, resubmit, and appeal within payer deadlines so claims never expire.
Eligibility & benefits verification
Insurance verified before the session: copays, deductibles, authorization requirements, and session limits confirmed up front.
Prior authorization tracking
Auths requested, tracked, and renewed so ongoing care isn't interrupted by paperwork.
Patient statements & support
Professional statements and payment reminders handled for you — with a provider-friendly tone your clients deserve.
A/R follow-up
Aging claims chased systematically. Old balances don't sit; they get worked.
Monthly reporting
Collections, denial rates, days in A/R, and payer performance — in plain English, with what we're doing about any problem areas.
Coding only mental health billers get right
Mental health claims live or die on the codes. We stay current with CPT changes and payer-specific rules for the codes you actually bill — every day, not when a denial comes back.
Psychiatric diagnostic evaluation
Billed correctly the first time — and never confused with a med-management E/M visit, one of the most common triggers for denials.
Individual psychotherapy, by time
Time-based CPT coding matched to your session notes, so 30-, 45-, and 60-minute sessions each bill at the level that documents.
Family & couples sessions
With and without the patient present — including the payer-specific coverage rules most generalist billers miss.
Group therapy
Group codes billed with correct session documentation and payer session limits tracked before they become rejections.
E/M & medication management
Psychiatry and PMHNP visits coded under the 2021 time-based E/M rules, with psychotherapy add-ons (90833/90836/90838) where they apply.
Psychological testing
Administration, scoring, integration, and report codes sequenced the way payers require for testing claims to pay.
Telehealth done right
Modifier 95, place-of-service 02 and 10, audio-only nuances, and state-specific payer rules applied to every telehealth claim.
Program-level billing
Group-intensive and behavioral health program codes, including authorization management so care isn't interrupted mid-course.
Billing & coding questions, answered
Straight answers to the questions mental health providers ask us most.
Which modifier do I use for telehealth therapy sessions?
Audio-video telehealth sessions typically use modifier 95, with place-of-service 02 (patient not at home) or 10 (patient at home). Audio-only sessions have their own rules that vary by payer and state — some require modifier 93 or FQ, others cover them at a reduced rate. We apply the correct modifier and place-of-service code for every payer, every session.
How do time-based psychotherapy codes work?
Psychotherapy codes are chosen by the documented length of the session: 90832 covers 16–37 minutes, 90834 covers 38–52 minutes, and 90837 covers 53 minutes or more. Your session note should show the actual time spent, and we match the code to it — which is how 45- and 60-minute sessions bill at their proper level instead of defaulting down.
Can you bill an intake and a therapy session on the same day?
Generally no — 90791, the psychiatric diagnostic evaluation, can't be billed with a psychotherapy code or an E/M visit on the same day under most payer rules. We flag scheduling conflicts like this before they turn into denials.
What's the difference between 90846 and 90847?
90846 is family counseling without the patient present; 90847 is with the patient present. Coverage differs by payer — some plans pay both readily, others require specific relationship coding or documentation. We know the payer-specific rules so these claims pay the first time.
Can therapy be billed at the same visit as medication management?
Yes — when the psychotherapy is significant and separately identifiable. That's what add-on codes 90833, 90836, and 90838 are for: they're billed alongside the E/M visit (99202–99215) based on the psychotherapy time. The session note has to support both services.
How many group therapy sessions will insurance cover?
It depends on the payer and plan — many set annual session limits for 90853. We verify benefits up front and track usage, so clients aren't surprised and sessions don't get denied mid-course.
Why did my claim get denied for medical necessity?
Usually the documentation doesn't match the code billed — for example, a 60-minute therapy code billed with a 30-minute note. We review documentation with you, fix the coding, and appeal the denials that were paid wrong.
What happens when a claim is denied?
We work denials daily: correct what's fixable and resubmit, appeal with supporting documentation inside the payer's deadline, and report patterns monthly so the same denial doesn't keep happening.
What is timely filing — and can a missed deadline be fixed?
Each payer sets a window for submitting claims, often 90 to 180 days from the date of service. Miss it and the claim usually can't be paid. Our 48-hour claim turnaround keeps you well inside every window.
Specialties we bill every day
Mental health billing has its own rules — session limits, telehealth modifiers, testing codes, authorization requirements. We know them because it's all we do.
Psychiatry & medication management
Evaluation and management coding (99202–99215), medication management, and coordinated care billing.
Psychotherapy & counseling
90791/90837/90847/90853 and related codes, add-on billing, and family or couples session rules.
Psychological testing
Test administration and scoring codes (96136, 96146, etc.) with the documentation payers demand.
Telehealth billing
Modifier and place-of-service rules, state-by-state payer requirements, and audio-only nuances.
IOP & group programs
Group therapy, intensive outpatient, and PHP billing including authorization management.
Medicare & Medicaid
Medicare Part B, Medicaid, and managed Medicaid behavioral health plans billed correctly the first time.
We work in the EHR you already use
We bill straight from your current practice management system or EHR — no software to switch, no new logins for your staff.
This is just some of the main EHRs we work with — many other EHR & PMS platforms too. Don't see yours? Ask us
The problems we fix most often
Claims denied for authorization or medical necessity
We verify benefits and auth requirements before the first session, then track ongoing authorizations so care never gets interrupted.
Underpaid claims slipping through
Every payment is checked against your contracted rate. Underpayments are flagged and appealed automatically.
Timely-filing rejections
48-hour claim turnaround and daily denial work keep claims inside every payer's filing window.
No visibility into what's happening
A monthly report shows collections, denial reasons, and A/R aging — plus what we're doing about them.
What better billing looks like
What working with a mental-health-only billing team looks like in practice.
95%+
clean-claim rate on first submission
Daily
denial work — not a monthly cleanup
100%
of payments checked against your contract
< 30
days in A/R for most practices
My old biller kept submitting testing claims with the wrong codes and I ate the denials. Since switching, my testing revenue finally matches the work we do.
Daniel K., PsyD
Cedar Bend Psychology Group, Texas
Telehealth billing across three states was a mess. They knew every modifier rule before I even asked — claims just go out and get paid.
Rachel T., PMHNP
Gulf Shore Mental Wellness, Florida
As a five-clinician group, we'd been leaving money on the table for years. The first cleanup found thousands in aging claims we'd written off. They recovered most of it.
S. Alvarez, Practice Manager
Riverbend Behavioral Clinic, Ohio
Illustrative outcomes and experiences from typical engagements — ask us for specifics on your free billing review call.
Find out what your billing is leaving on the table
Send us a sample of your recent claims and A/R. We'll show you where claims are getting stuck — free, no obligation.