How it runs for behavioral health practices
After the run we book the journal by clinician and department, reconcile the clearing account, and track retirement and benefit deductions until they are remitted.
What is payroll processing outsourcing?
Payroll processing outsourcing means a remote team prepares each pay run inside your payroll software: reconciling hours, entering changes, checking deductions and producing the run for the employer to approve. The employer keeps the payroll account, the bank authority and the legal responsibility. The provider posts the payroll journal and reconciles it, so payroll and the books agree.
What we handle for behavioral health practices
- Calculate clinician splits from collections posted by rendering provider each pay period
- Apply per-session rates, pay floors and supervision fees from each agreement
- Assemble hours for intake, front-desk and hourly clinical staff with overtime checks
- Book payroll journals by clinician and department and reconcile the clearing account
- Track 1099 contractor payments alongside payroll for year-end reporting support
The KPI that matters here
Clinician splits calculated from reconciled collections and approved before every run, with the journal posted within two business days.
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
How do you calculate a clinician's split when payments arrive months later?
Splits on collected revenue are paid in the period the payment posts to the session, not the period of the session, so a claim paid in March for a January visit lands in March's calculation. We report the lag by clinician so nobody is surprised, and the payment report by rendering provider is reconciled to the bank before any percentage is applied.
Do you handle supervision fees and pay floors?
Yes. If an agreement pays a supervisor a fee per supervisee per month or a percentage of the supervisee's collections, we compute it from the same reconciled data. Pay floors for new clinicians during credentialing are applied against actual collections and the true-up is documented. Every calculation is saved with the payroll so later questions are answered from the record.
Do you actually run our payroll?
We prepare and check the run inside your payroll provider, you give the approval, and the provider pays the staff and remits the taxes. We never move money. Our contribution is the split and hours assembly, the checks, the journal by clinician, the clearing-account reconciliation, contractor payment tracking and the quarterly tie-out of tax filings to the ledger.
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