A complete billing guide for therapy practices - from the moment a client books to the moment the insurance payment lands. Built for practices that want to get paid faster, with fewer denials and less admin chaos.
Unapplied payments, unverified eligibility, claims submitted under the wrong NPI, missing prior authorizations, incorrect Place of Service codes - these are not billing errors. They are intake errors. They happen because the workflow between booking a client and submitting a claim was never clearly defined.
Practices with a clean, documented intake-to-claim workflow consistently see denial rates drop by 30-40% within the first 90 days. This guide builds that workflow from the ground up so that by the time a claim reaches the clearinghouse, everything is correct.
The guide covers the complete billing lifecycle - from insurance verification at intake through claim submission, payment posting, and denial management. In the order it actually happens.
Eligibility Verification at Intake
How to verify insurance before the first session, what to check beyond the coverage summary, how to handle mental health carve-outs, and how to document verification so it protects you if coverage disputes arise later.
Client Financial Policy and Cost Communication
How to communicate cost estimates accurately, what the No Surprises Act requires, how to document consent for billing, and how to set up a financial policy that reduces unpaid balances and surprise disputes.
CPT Code Selection and Documentation
The most commonly billed behavioral health CPT codes, Place of Service requirements for in-office and telehealth, and how to select codes that match your documentation so claims don't come back for medical necessity review.
Clean Claim Submission
What a clean claim looks like, the most common reasons claims are rejected or denied before payment, and how to configure your EHR or clearinghouse to catch errors before they reach the payer.
ERA, EFT, and Payment Posting
How Electronic Remittance Advice works, how to set up EFT for direct deposit, and how to post payments accurately so your accounts receivable stays clean and you catch underpayments before they age out.
Denial Management and Appeals
The difference between a rejection and a denial, the most common denial reason codes in behavioral health, and a step-by-step process for appealing denials that have a realistic chance of being overturned.
"I can't recommend Danielle highly enough. Since working together, I've tripled my income and can fully focus on patient care. Our monthly meetings help me grow the business while staying compliant, and Danielle is both incredibly encouraging and flexible."
Maggie Strode - OT, Solo Practice Owner
Most billing problems are workflow problems. This guide walks through every step between the intake form and the payment landing in your account.
Get the Guide - $47Covers the full direct Aetna credentialing process - including post-approval billing infrastructure so you can collect once you're credentialed. The two guides work together.
A 60-minute Strategy Session with a credentialing specialist covers your specific payer mix, practice structure, and what to prioritize first.