How it runs for behavioral health practices
The tiles owners ask for are sessions and collections by clinician, average collected per session by payer, clinician cost as a percent of collections, no-show rate, client responsibility collected at the session, AR over 60 days by payer, and cash in weeks of payroll. Every tile links through to its source report.
What are financial dashboard services?
Financial dashboard services design, build and maintain a visual view of your key financial metrics from your accounting, billing and payroll systems. The provider defines each KPI with you, connects the data, refreshes the figures, and checks that every number ties to the ledger. The result is a page you open any day, not a report you wait for.
What we handle for behavioral health practices
- Show sessions, collections and contribution by clinician each week
- Display average collected per session by payer and by CPT code with a trend
- Track no-show rate, fees collected and client responsibility collected at the session
- Present insurance AR over 60 days by payer and held credentialing claims
- Show cash on hand as weeks of payroll and fixed overhead
The KPI that matters here
Dashboard refreshed within two business days of each close, with session, collection and aging tiles updated weekly.
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
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Frequently asked questions
What KPIs should a behavioral health practice track?
Sessions per clinician per week, average collected per session by payer, clinician cost as a percent of collections, first-pass claim acceptance, days from session to claim, insurance AR over 60 days by payer, no-show rate, client responsibility collected at the session and cash in weeks of payroll. Those explain most changes in profit and can be drawn from your books and practice-management reports.
Can the dashboard show each clinician their own numbers?
Yes. Sessions, collections and adjustments are tagged by rendering provider in the practice-management system, and each clinician can see their own caseload, collected per session and no-show rate without seeing anyone else's. Owners see the group and each program. Client names never appear on the dashboard; tiles are built from counts and totals only.
How often is the dashboard refreshed?
Financial tiles refresh once the month-end close is done, usually by the fifth business day. Session, collection and aging tiles update weekly from practice-management exports, in time for the Monday meeting. We do not publish unreconciled daily figures, because the value of the dashboard depends on every tile tying back to the books and the payment report.
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