How it runs for behavioral health practices
Client AR is worked through the DunningDesk cadence: a clear statement, a friendly call under your practice's name, a payment plan where you allow it, and a promise-to-pay log. Client credits are aged next to debits so refunds do not slip.
What is accounts receivable outsourcing?
Accounts receivable outsourcing means a remote team manages the money your customers owe you: tracking invoices from issue to payment, sending statements and reminders, logging disputes, and reporting aging and days sales outstanding. The provider works inside your accounting software under your brand. You keep the customer relationship and decide on credits, holds and escalations.
What we handle for behavioral health practices
- Work insurance AR by payer and aging bucket with corrected resubmissions and appeals
- Track timely-filing deadlines per contract and clear held sessions once credentialing is effective
- Send secondary claims and coordination-of-benefits updates before balances move to the client
- Run client statements, reminder calls and payment plans under your practice's name
- Deliver a weekly AR summary by payer and by client bucket with next actions
The KPI that matters here
No claim passes 45 days and no client balance passes 60 days without a documented action and next step.
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
Accounts receivable in other industries
Frequently asked questions
How do you follow up on unpaid therapy claims?
Claims over 30 days are checked in the payer portal or by call and the reason is recorded: pended for medical necessity review, denied for a credentialing date, awaiting coordination of benefits, or simply unprocessed. Each gets the fix that reason needs, and the resubmission or appeal is logged with the contract's deadline so it does not age out.
How do you handle client balances from deductibles?
The statement explains in plain language what the plan allowed, that the deductible applied, and what the client owes, with a portal link. For larger balances our agents call under your practice's name to offer the payment plan you have approved. Every contact is logged, and any dispute about the benefit check is passed to your intake team rather than argued on the phone.
What happens to a claim a payer recoups?
When a payer takes back a payment on a later ERA, the recoupment is posted against the original session so the balance reopens, the reason is recorded, and the claim is either corrected and resubmitted or the balance is moved to the client where the contract allows it. Netting recoupments silently against new payments hides the loss and corrupts clinician split calculations.
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