Mental Health Billing & Credentialing for Solo Therapists and Practice Owners
Stop chasing unpaid claims and losing weekends to CAQH portals
We handle the heavy administrative lifting so you can focus on client care
Full-Service Billing &
Revenue Cycle Management
We manage your entire revenue cycle from intake to final payment. Our end‑to‑end billing system eliminates administrative bottlenecks, prevents claim loss, and ensures you’re paid accurately, consistently, and on time for every clinical service delivered.
Claims Management & Submissions
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Same‑day electronic claim creation and submission
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Comprehensive coding review (CPT, ICD‑10, POS, telehealth modifiers, payer‑specific rules)
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Automated claim scrubbing to prevent rejections before submission
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Secondary, tertiary, and coordination‑of‑benefits billing
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Paper claim processing for out‑of‑network or specialty payers
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Real‑time clearinghouse monitoring and acceptance tracking
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Verification of provider credentialing status before claim submission
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Insurance eligibility and benefits verification (mental health coverage, copays, deductibles, OON rules)
Payment Posting & Patient Billing
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Daily ERA/EOB posting with precise allocation of payments and adjustments
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Full reconciliation of payer payments vs. contracted rates
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Tracking and allocation of copays, coinsurance, deductibles, and patient balances
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Automated patient statement generation and monthly balance notifications
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Secure payment processing and patient billing support
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Transparent patient communication to reduce confusion and improve collections
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Management of payment plans and recurring patient billing schedules
Accounts Receivable & Denial Resolution
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Aggressive follow‑up on unpaid, delayed, or aged claims (30/60/90/120+ days)
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Immediate clearinghouse rejection correction and resubmission
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Detailed denial analysis to identify root causes and prevent repeat issues
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Formal appeal preparation, including letters, documentation, and resubmission
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Payer compliance tracking to ensure claims meet evolving insurance rules
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Dedicated AR management to maintain predictable cash flow
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Monitoring of payer processing trends to identify systemic issues
Reporting & Practice Analytics
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Monthly revenue summaries with CPT‑level performance insights
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Detailed aged accounts receivable reports with payer‑specific breakdowns
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Denial trend analytics to identify patterns and operational improvements
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Payment trend tracking to monitor payer behavior and reimbursement changes
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Client balance tracking and financial transparency for your practice
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Optional quarterly performance reviews to optimize billing workflows
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Year‑end financial summaries for tax and accounting support
Insurance Panel Enrollment
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End‑to‑End Applications: Full submission management for commercial insurance, Medicaid, and Medicare networks
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NPI Setup & Management: Assistance with Type 1 (Individual) and Type 2 (Group) NPI creation, updates, and taxonomy alignment
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Payer Portal Registration: Setup and maintenance of insurance portals (Availity, Optum, Aetna, Cigna, Medicaid portals, etc.)
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Contract Review & Tracking: Organization of fee schedules, effective dates, contract terms, and reimbursement structures
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Provider Directory Setup: Ensuring accurate listings for address, telehealth availability, specialties, and accepted insurance plans
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Follow‑Up & Escalation: Persistent communication with payer reps to push applications through faster
CAQH Profile Management
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Account Setup & Quarterly Attestation: Full creation, updates, and timely attestations to prevent enrollment delays
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Document Upload & Maintenance: Management of malpractice certificates, licenses, CVs, liability coverage, and board documents
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Directory Accuracy & Compliance: Routine updates to ensure practice addresses, telehealth details, taxonomy codes, and contact info match payer records
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Credential Syncing: Ensuring CAQH data aligns with all insurance applications to avoid mismatches and denials
Re-Credentialing & Ongoing Maintenance
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Proactive Renewal Tracking: Monitoring expiration dates for licenses, liability coverage, DEA, and board certifications
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Payer Re‑Attestation: Timely submission of re‑credentialing packages to prevent accidental panel terminations
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Compliance Monitoring: Ensuring providers meet payer requirements for continued participation
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Application Status Management: Continuous follow‑up with payers until approval is finalized
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Provider File Maintenance: Organized storage of all credentialing documents for audits, renewals, and payer requests
Group & Practice Enrollment Support
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Group NPI & Taxonomy Setup: Assistance with establishing or updating group NPI and taxonomy codes
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Group Contracting: Enrollment of group entities with payers, including contract negotiation support
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Roster Management: Adding and removing providers from group contracts as your practice grows
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Multi‑Location Support: Ensuring all addresses, telehealth locations, and service sites are properly registered
Optional Premium Add‑Ons
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Payer Contract Rate Analysis
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Credentialing Fast‑Track (priority processing)
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Multi‑State Licensure Support
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Credentialing Expansion Planning (adding new payers)
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Provider Onboarding Workflow Setup
Expand your practice, join more networks, and eliminate credentialing delays. We manage every step of provider onboarding, insurance enrollment, CAQH maintenance, and re‑credentialing so your in‑network status stays active, accurate, and fully compliant.
Credentialing & Enrollment
Practice Operations & Front-End Support
Protect your revenue before appointments even happen. We manage front‑end administrative workflows, client onboarding, coverage checks, and authorization tracking so your clinical schedule runs smoothly and your practice avoids preventable financial losses.
Eligibility & Verification of Benefits (VOB)
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Real‑Time Coverage Checks: Verification of active insurance, copays, coinsurance, deductibles, and out‑of‑pocket maximums
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Telehealth Benefit Confirmation: State‑specific virtual care rules, platform requirements, and POS/modifier guidance
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Out‑of‑Network Benefit Audits: Clear breakdown of OON reimbursement rates for hybrid or cash‑pay clients
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Insurance Demographic Validation: Ensuring client information matches payer records to prevent claim rejections
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Benefit Change Monitoring: Alerts when client coverage updates, renews, or terminates
Prior Authorization & Utilization Management
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Pre‑Authorization Submissions: Initial requests for therapy sessions, psychological testing units, and specialty services
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Concurrent Review Tracking: Monitoring authorized session limits and submitting extension requests before coverage lapses
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Medical Necessity Support: Ensuring documentation meets payer requirements for continued treatment
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Authorization Compliance: Tracking payer‑specific rules to prevent denials for missing or expired authorizations
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Urgent Authorization Escalation: Fast‑track follow‑up for time‑sensitive cases
Client Billing Support & Onboarding
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Patient Balance Support: Dedicated phone and email assistance to explain statements, balances, and insurance payments
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Payment Plan Setup: Structuring card‑on‑file policies, recurring payments, and financial agreements within your EHR
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New Client Intake Review: Ensuring demographic, insurance, and clinical information is complete and accurate before scheduling
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Financial Transparency: Providing clients with clear expectations of costs, coverage, and potential out‑of‑pocket expenses
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EHR Workflow Setup: Assistance configuring billing‑related intake forms, insurance fields, and payment settings
Credentialing Compliance & Audit Support
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Payer Audit Preparation: Assistance with documentation requests, compliance checks, and credential verification
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Licensure Monitoring: Tracking state board requirements and renewal deadlines
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Documentation Review: Ensuring all provider files meet payer and regulatory standards
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Error Prevention: Identifying inconsistencies before they cause delays or denials
Scheduling & Administrative Coordination
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Appointment Eligibility Confirmation: Verifying coverage before each scheduled session
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Provider Calendar Support: Ensuring sessions are coded correctly (POS, telehealth, CPT alignment) before billing
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Cancellation/No‑Show Policy Integration: Helping practices enforce financial policies consistently
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Multi‑Location Coordination: Ensuring correct payer registration for each service location
Practice Workflow Optimization
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Front‑End Process Review: Identifying intake, scheduling, and verification bottlenecks
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Documentation Readiness Checks: Ensuring clinical notes meet payer standards before claims are created
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Insurance Policy Updates: Monitoring payer changes that affect scheduling, telehealth, or coverage
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Provider Education: Training on documentation, CPT selection, and payer‑specific requirements
Optional Premium Add‑Ons
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Automated Eligibility Verification Setup
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Custom Intake Workflow Design
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Practice Policy Development (financial, cancellation, telehealth)
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Front‑Desk Staff Training
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New Provider Onboarding Workflow Setup