How it runs for behavioral health practices
You alone release payments; our desk never moves money. Vendor statements are reconciled monthly so duplicate charges and missed credits are caught.
What is accounts payable outsourcing?
Accounts payable outsourcing means a remote specialist runs the process from vendor invoice to approved payment run: capturing bills, coding them to the ledger, matching them to purchase orders and receipts, chasing approvals and preparing payments for release. The business keeps control of the bank account and the final release. The provider works in the company's own software.
What we handle for behavioral health practices
- Capture and code software, clearinghouse, contractor and occupancy bills from a shared inbox or Bill.com
- Match 1099 clinician and contracted prescriber invoices to session counts before approval
- Track per-seat subscription counts as clinicians join or leave the practice
- Reconcile vendor statements monthly and log lease and license renewal dates
- Route one weekly approval batch to the owner; you release all payments
The KPI that matters here
Every bill coded and matched within two business days of receipt, with contractor invoices tied to session counts each month.
Behavioral health compliance notes
HIPAA
Session notes, claims, ERAs and client ledgers are protected health information. We sign a BAA, staff are HIPAA-trained, access to the practice-management system is role-limited with MFA, and the accounting file receives batch totals and claim numbers rather than client names or diagnoses.
42 CFR Part 2
Records from a federally assisted substance-use disorder program carry stricter confidentiality rules than HIPAA alone, including specific consent before disclosure. For programs covered by Part 2, billing staff work only inside your system, no Part 2 record is exported to the ledger or to email, and any request for records is routed to your privacy officer.
Payer contracts and credentialing
Each payer contract sets allowed amounts by CPT code, timely-filing windows, telehealth rules and how recoupments are handled. We post adjustments by contract, log clinician credentialing effective dates so held sessions are billed once approved, and reconcile recoupments against the sessions they reverse rather than netting them silently.
Self-pay estimates and card on file
Self-pay and uninsured clients are entitled to a good faith estimate under the No Surprises Act, and card-on-file charges for copays and no-show fees require the client's written consent. We record estimates and consents with the client's financial arrangement, and our agents never take or store card numbers; charges run through your own processor.
Behavioral health software we work in
- QuickBooks Online
- Xero
- Stripe
- Gusto
- Bill.com
- TherapyNotes
- SimplePractice
- Valant
- Kipu
- All 50 platforms
More for behavioral health practices
Other services for behavioral health
Frequently asked questions
How do you check contractor clinician invoices?
Each 1099 clinician's invoice is compared with the sessions posted under that provider in your practice-management system for the period and with the rate in their agreement. Differences, such as a session that was canceled or a rate applied to the wrong code, are listed for the owner before approval. Amounts paid are tracked for year-end 1099-NEC preparation support.
Can you keep our software subscriptions from drifting?
Yes. Practice-management, telehealth, assessment and e-prescribing tools usually bill per clinician seat, so we keep a seat count by vendor, compare it with the active clinician list each month, and flag seats for people who have left. Annual licenses are spread evenly across the year so a single renewal does not distort one month's overhead.
Who signs off on and pays our vendors?
You do. We capture, code and match every bill, then route it for your approval in Bill.com or your accounting software. The owner or practice manager approves, and payment is released from your own bank or payment tool. This keeps control of cash with the practice and gives you a clean approval trail for every contractor and vendor payment.
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