7 Best Behavioral Health Medical Billing Software in 2025

Billing software designed for mental health practices offers tailored solutions for both solo practitioners and larger teams. Providers should ensure their billing software is updated to reflect these changes and train their staff on new code usage to minimize errors and improve claim accuracy. Before you “officially” send your claims to your client’s payers your clearinghouse should help you out via scrubbing and rejections.

Integrated tools for billing, scheduling, and documentation streamline workflows and free up valuable time. When evaluating options, consider factors like pricing, user experience, and the level of support offered. A solution that aligns with your workflow can simplify administrative tasks, improve cash flow, and leave more time for client care. This constant back-and-forth between clinical work and administrative duties can lead to burnout, reduced productivity, and a negative impact on treatment outcomes. For smaller practices or private practitioners, the burden is even greater without dedicated support staff to share the load.

Record “Claim Not On File” Claims

Equip your practice with the knowledge to succeed in the ever-evolving landscape of behavioral health billing. Understanding Behavioral Health CPT Codes is essential, whether you’re writing your own case notes or reviewing supervisee notes. These codes not only ensure reimbursement for your services but also safeguard compliance, streamline operations, and provide critical protection during audits. In essence, while mental health billing and behavioral health billing share similarities, the latter encompasses a broader array of psychological services. Understanding their relationship is vital for practitioners, insurers, and policymakers working to improve access to comprehensive mental and emotional well-being care. Explore the core elements of mental health billing and master best practices for precise coding and documentation, empowering practitioners and stakeholders alike.

Reliable & Dedicated to Customer Service

Rejections are better to receive than denials because they happen sooner and don’t affect your bottom line nearly as much. You see, the average initial claim denial rate in Q3 of 2020 alone hit over 11%. At the time that was an all-time high and the survey that that statistic came from suggested that denial rates weren’t slowing down. If you mention the word “billing” to any mental professional, they’ll shutter. Finally, you can completely give up and join an agency and close your private practice. Go back to your EHR, online portal, or paper claims and refile these claims.

CPT codes across the BHI continuum

Although this isn’t a requirement, it’s not out of the ordinary and mental health billing a best practice to photocopy the insurance cards of your clients and store them in a safe place. Sometimes, these states run insurance program choose a handful of other payers to handle Medicaid claims. Eligibility doesn’t say what providers are “in-network” and “out of network”. Thus, if you’re using an eligibility solution provider, you still need to determine that yourself using the information presented to you.

CAREERS

• It’s a challenge that can feel overwhelming but doesn’t have to stay that way.
• Your access portal for updated claims and reports is secured via our HTTPS/SSL/TLS secured server.
• It is your duty, as demanded by submitting any insurance claim, to submit the most accurate diagnosis you possibly can for each session.
• Proper documentation is crucial to support the code chosen, particularly for time-based services.
• During this approach, practices can look up details about your patient’s coverage that aren’t frequently listed on the insurance card.

We cannot and will not advice you to use a single diagnosis code, even though it is a very common practice for therapists to use one code for all of their patients (e.g. anxiety or depression). All examples of mental health documentation are fictional and for informational purposes only. Software to reduce admin, provide a professional client experience, and manage your private practice. Formerly, Power Talks Webinars, these webinars offer in-depth insights into all things private practice management. Zanda is designed by clinicians, for clinicians to empower health practices. Apart from the confusing ICD Codes with CPT code assignment errors, the other kind of mistakes that could occur include undercoding or upcoding.

Go claim by claim, date of service by date of service, and refile the claims as correct with insurance. If you’ve mailed in claims, wait 4 weeks to call and verify claims are received. If they haven’t been received, verify their claims address and submit again. You now have all the necessary information to file claims, you know what to charge the patient in person, and you know where to file the claims.

Billing errors, such as submitting incomplete claims or misusing billing codes, often lead to costly issues like claim denial or delayed payments. For practices already operating with tight margins, these setbacks can wreak havoc on cash flow. Between deciphering insurance claims, keeping patient records accurate, and chasing proper reimbursements, many therapists find their time divided between client care and administrative chaos. It’s a challenge that can feel overwhelming but doesn’t have to stay that way. After passing through the clearinghouse, the insurance company processes the claim.

For mental health professionals struggling with complex billing requirements, why not try using a practice management software solution? Power Diary and a few others offer a free trial so you can take the billing software for a spin and see if it’s a solution that would work for your practice. And, if you know a mental health practice owner who is struggling to manage their cash flow despite a full caseload, why not share this article with them. It could help them get their finances in order, freeing them up to better help their clients. The billing process can be frustrating, especially when treating patients is your purpose. If you’re worried you can’t complete the process solo, the billing features in the best medical software platforms or third-party medical billing services can provide invaluable help.