How it runs for behavioral health practices
Every report ties to the bank, and the package includes a brief note on what mattered this month.
What is outsourced financial reporting?
Outsourced financial reporting means a remote accounting team prepares your periodic financial statements and management reports instead of an in-house controller. The team works from your own accounting file, applies a consistent close and review process, and issues a report pack on a fixed date each month. You keep the data, the software and the decisions.
What we handle for behavioral health practices
- Report sessions, collections and contribution margin by clinician after splits each month
- Show average collected per session by payer and by CPT code with trend lines
- Present adjustments by contract and self-pay versus insurance revenue mix
- Track no-show and late-cancel rates and the fees actually collected for them
- Add a plain-English note on what moved and which items need a decision
The KPI that matters here
Monthly package delivered with contribution by clinician and collected-per-session by payer, tied to reconciled books.
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
Financial reporting in other industries
Frequently asked questions
Which reports matter most for a therapy group practice?
Contribution by clinician after splits, average collected per session by payer, adjustments by contract, clinician cost as a percent of collections, no-show rates and fees collected, self-pay and out-of-network share of revenue, insurance aging by payer and client balances. Those explain most changes in profit. Balance sheet, cash and program views complete the package for partners and lenders.
Can you report profitability by program or location?
Yes. Sessions, collections and clinician cost are tagged by program in the practice-management system and costs are coded by location class in the accounting file, so outpatient, intensive outpatient, testing and medication management can each be shown with their own margin. Shared costs such as rent for a common waiting room are allocated by a rule you approve and disclosed on the report.
How do you report collected per session by payer?
Payments posted by session in the practice-management system are grouped by payer and CPT code and divided by the number of paid sessions, after adjustments and recoupments. The result shows what each contract actually yields against your fee. It is the report to open before a rate negotiation or a decision about which panels to join or leave.
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