Sessions get billed with the wrong CPT code. Telehealth modifiers get missed. Prior authorizations expire mid-treatment. Claims sit in
AR for 60, 90, even 120 days while your cash flow suffers.
General medical billing companies, kind that bill for cardiologists and dermatologists on the side, don’t understand why
behavioral health is different. So they keep making the same mistakes, month after month. We don’t
We are your complete revenue cycle management partner. From moment a patient schedules their first appointment to the day their final balance is collected.
Complete credentialing and enrollment management for getting you connected with all major insurance panels as fast as possible.
verification of each patient’s active coverage, benefits and co-pays before their appointment.
Prior auth submissions across all major payers, tracking approvals and following up so your patients never face a treatment delay.
We capture and enter every billable charge accurately and on time to make sure nothing gets missed.
Clean, accurate claims submission electronically within 48 hours to give you a 98% first-pass acceptance rate
All payments posting accurately with full ERA and EOB reconciliation, keeping your financial records clean.
Proactively follow up on every outstanding claim, contacting payers directly and pushing for resolution until every dollar is collected.
We analyze every denied claim, find the root cause and submit a strong appeal fast, recovering revenue.
Easy-to-understand patient statements and follow up on outstanding balances, professionally, respectfully and effectively.
Every service we offer is built exclusively for mental health practices.
If you’ve worked with a general Mental Health Charge Entry Company before, you already know the pattern. Low quote up front, then denials creep up and collections creep down. Not because they’re lazy because mental health billing is genuinely different and they don’t know what they don’t know. Here’s what they consistently get wrong.
Our workflow is the same across specialties, but the codes, payers and
documentation requirements aren’t. Click through for specialty-specific details.
One wrong code between 90834 and 90837 costs you hundreds, we always pick the right one.
Missing one prior auth step means an instant denial, we make sure every approval is locked in before treatment starts.
Miss a filing deadline and that reimbursement is gone forever, we track every payer deadline so you never lose a dollar to timing.
Wrong modifier, denied claim, lost revenue, we apply every modifier correctly so that never happens to your practice.
Combined psychotherapy and E&M billing is complex and easy to get wrong, we capture every billable component and maximize every session.
Group therapy claims are strict, specific and easy to mess up, we handle every CPT code, attendance rule, and payer requirement perfectly.
This is what happens when a session takes place in your practice. We’ve stripped out everything generic and built a workflow specifically around how behavioral health revenue actually flows.
What we do: Verify active coverage, mental health benefits, copay, deductible, session limits and authorization requirements before every appointment.
You get: A daily verified-patient list before the day starts
⏱ SLA: 24 hours before appointment, every time
What we do: Submit prior auth within 48 hours of intake, track status daily, flag expiring auths 4 sessions before they run out.
You get: Zero treatment interruptions. Zero “we forgot the auth” denials
⏱ SLA: Submission within 48 hours · 4-session expiration alerts
What we do: Every charge entered and reviewed by a CPC- or CPB-certified coder with mental health training. CPT, ICD-10 specifiers, modifiers and place-of-service all verified.
You get: Clean codes the first time. No more clearinghouse rejections.
⏱ SLA: Entered within 24 hours of session documentation
What we do: Electronic submission to all major clearinghouses with pre-submission scrubbing against payer-specific edits.
You get: 98% first-pass acceptance rate, verified across our client base.
⏱ SLA: Out the door within 48 hours of charge entry
What we do: Every denial worked within 5 business days. Root causes logged. Appeals filed with documentation. Denial trend patterns tracked monthly.
You get: Monthly denial-trend report so you see exactly what’s improving.
⏱ SLA: Denials worked within 5 business days
What we do: ERA and EOB reconciliation daily. Underpayments flagged for appeal. Patient balances generated on a 30/60/90 cycle.
You get: Clean books. Accurate reports. Monthly KPI dashboard
⏱ SLA: Posted within 24 hours · Monthly report by the 5th
The industry charges 7–10%. We charge 4%. No setup fees. No software fees. No per-claim fees. Month-to-month with 30-day cancellation.
✓ Eligibility verification
✓ Prior auth management
✓ Charge entry & review
✓ Clean claim submission
✓ Denial management
✓ Appeals filing
✓ Payment posting
✓ Patient billing
✓ Monthly KPI reports
✓ Dedicated account manager
Mental health billing means handling protected health information for some of the most sensitive patient
cases in medicine. We treat that responsibility seriously.
✓ Signed BAA with every client
✓ Annual HIPAA training, every team member
✓ Documented breach notification protocol
✓ Encrypted data transmission (TLS 1.3)
✓ Encrypted storage (AES-256)
✓ Role-based access controls minimum necessary
✓ SOC 2 Type II controls
✓ US-based account managers
✓ Multi-factor authentication on all systems
✓ Annual third-party security audit
✓ 24/7 monitored data centers
✓ Disaster recovery & business continuity
✓ AAPC-certified coders (CPC, CPB)
✓ AHIMA-certified specialists (CCS-P)
✓ Behavioral health-specific coding training
✓ Annual continuing education required
✓ Member: AAPC, AHIMA, MGMA
✓ Specialty CEUs: behavioral & addiction
“We will never sell, share, or use your patient data for any purpose other than
billing your claims. Period. This is documented in writing in every BAA we
sign.”
The free RCM audit is the easiest way to find out. Here’s exactly what you get:
100% confidential. Information never shared. SSL-secured. HIPAA-aware.
Mental health revenue cycle management is the complete billing process that runs from a patient’s first appointment to the final payment collected. It covers eligibility verification, prior authorization, claim submission, denial management, payment posting and patient collections.
Month-to-month. Thirty-day written cancellation notice. We don’t believe in trapping clients in long-term contracts, if we are not delivering value, you should be free to leave. Most clients stay because the numbers work, not because they are
locked in.
We work inside your existing system. Currently active integrations include Simple Practice, Thera Nest,Therapy Notes, Kareo, Advanced MD, Tebra, ICA Notes, Valant, Next Gen and others. If you are on a less common system, send us the name, we have probably worked with it before and we don’t charge integration fees.
You do. Always. Your data is yours, the BAA confirms it in writing and if you ever leave us we provide a complete data export at no cost. We never hold data hostage.
Our account managers and senior coders are US-based. Some of our production work charge entry, claim submission, denial follow-up is handled by our trained offshore team operating under strict HIPAA protocols, BAA-covered and supervised by our US team. We disclose this openly because trust starts with transparency. Every staff member who touches your data has signed HIPAA training documentation and operates inside our secure systems, no one downloads PHI to local devices.
Fourteen days from signed agreement to first clean claim, with parallel billing during the transition so your cash flow doesn’t stop. Full timeline is in the Onboarding section above.
Our dedicated AR team works your aged receivables in parallel with new claims. We don’t abandon your old money to chase the new we go after both. Most practices recover 30–60% of “uncollectable” old AR in the first 90 days after switching.
No. Your providers continue working in the EHR they already know. The billing happens behind the scenes inside your existing system.
Thirty-day money-back on the first month if we don’t meet our SLA commitments. Plus performance benchmarks reviewed at 90 days if denial rate, AR days and collections aren’t measurably improving, you have written cause to terminate immediately with no notice period.
On collections (net), not on charges (gross). You only pay 3.99% on money that actually lands in your account. If we don’t collect, you don’t pay. Aligns our incentive with yours.
Yes, and we handle the credentialing too. New provider credentialing typically takes 60–120 days depending on payer. We start billing under your existing group NPI immediately while individual credentialing finalizes.
