Behavioral Health Billing for Group Practices, Agencies and Clinics
Medtransic Behavioral Health is our division for organizations: several clinicians, several license types, and a payer mix that leans on Medicaid and managed care. One team owns your claims, authorizations, enrollment pipeline and receivables, inside the systems you already run.
The short version
- Built for behavioral health organizations. A solo therapist is better served by our mental health billing page; this division exists for groups, agencies and clinics.
- We work inside TherapyNotes, SimplePractice, Qualifacts and the other systems on our supported list. Nothing migrates.
- Credentialing runs alongside billing, priced per application, per provider. Payer enrollment typically takes 60-90 days, so it starts before a new clinician does.
- Billing is 4-8% of collections, published on our pricing page. Nothing is charged on money that never arrives.
- We serve organizations in all 50 states.
Why behavioral health billing is organizational work, not bigger solo billing
Your hiring calendar and the payers' enrollment calendars do not agree
A behavioral health organization grows by adding clinicians, and every payer enrolls each one on its own clock. An organization that hires on the first of the month but starts enrollment the same day has booked a quarter of unpayable sessions. We run enrollment as a standing pipeline tied to your hiring plan, not as paperwork that starts on day one.
Behavioral health credentialing
At panel scale, misrouted benefits become a working-capital problem
One patient whose therapy benefit is administered away from the card's insurer is a nuisance. A panel of hundreds where a third route that way is months of float the organization carries every year. The verification has to happen at intake, for every client, as a process rather than a habit.
How carve-outs work, in detail
Authorization limits multiply across clinicians
Session-limited authorizations are manageable when one clinician watches their own caseload. Across a group, each client's remaining sessions sit in nobody's line of sight, and the organization finds out when a block of delivered care is denied. Somebody has to own the counts across the whole roster.
A public-heavy payer mix has rules that shift under you
Most behavioral health organizations bill more Medicaid and managed care than commercial insurance. Those rules differ by state, by plan and by year, and an organization spread across several of each cannot track them as a side task. This is the core of the work we take over.
This division fits
- Group practices adding clinicians and losing revenue to the enrollment lag that comes with each hire.
- Agencies and clinics where several license types bill several payers, most of them public.
- Organizations whose billing knowledge lives in one person, one spreadsheet or one departing employee.
- Practices that outgrew a solo biller but do not want to build a billing department.
Better served elsewhere
- A solo therapist or a two-clinician practice is usually better served by our specialty page, which speaks to that practice directly. Mental health billing
- A medical practice outside behavioral health belongs with the main service. Medical billing services
What we run
Claims for every clinician and license type
Submission across your whole roster, from the documentation your clinicians already write. The roster is treated as one operation, not a stack of individual caseloads.
Behavioral benefits verified separately, at intake
The behavioral benefit is checked apart from the medical one for every new client: who administers it, what it costs the client, whether approval is needed. Before the first session, not after the first denial.
Authorization counts owned across the roster
Remaining sessions tracked per client, with renewals raised before limits are reached. The goal is that no delivered session was ever outside an active authorization.
Denials traced to the step that caused them
Each denial gets a recorded cause, and recurring causes get fixed where they start, usually at intake or documentation. Working denials recovers claims; tracing them shrinks next quarter's list.
Receivables and underpayments worked by deadline
Aged claims chased oldest first, against each payer's filing window. Payments checked against contracted rates, because short payments never announce themselves.
An enrollment pipeline that runs ahead of hiring
New hires enter credentialing before their start date, tracked per payer. Growth stops opening revenue gaps when enrollment leads the schedule instead of chasing it.
What stays with your team
- Clinical documentation, exactly as your clinicians write it today.
- Scheduling, intake and client assignment.
- Telling us when a client's coverage changes.
- Anything a payer needs the treating clinician to answer.
Your three options, including the ones that are not us
Outsourced billing is not the only model available to a behavioral health practice. There are three, they suit different practices, and we are only one of them.
| Model | What you gain | What you give up | Best when |
|---|---|---|---|
| An insurance platform (Headway, Alma, Grow Therapy and similar) | Speed and simplicity. Credentialing, claims and payer administration run through the platform, so clinicians can usually start seeing insured clients sooner than direct paneling allows. | Direct payer relationships. You generally work under the platform's contracts rather than your own, which shapes your rates and how portable the practice is later. | You are moving from private pay into insurance, or you want the least administrative load and are comfortable with a platform sitting between you and the payers. |
| A billing company (This is what we are) | Your own payer contracts, your own negotiated rates, and a team working inside your systems. The payer relationships belong to the practice. | Some simplicity. Holding your own contracts means credentialing and payer strategy are decisions you make rather than ones made for you. | You intend to grow, add clinicians, or sell the practice one day, and you want the payer relationships to be yours when that happens. |
| Your EHR plus an independent biller (TherapyNotes or SimplePractice with a contractor) | Usually the lowest cost, and one person who learns your practice closely. | Continuity and depth. One person covers one person's worth of holidays, illness and payer knowledge, and the arrangement is only as good as that individual. | You are small, your payer mix is simple, and you have found someone genuinely good. |
If a platform fits your practice better than we do, that is worth knowing before you sign anything. The comparison that matters is not who charges least, but who ends up owning the payer relationships your practice runs on.
The division, mapped
Systems we work inside
- TherapyNotes - group practices and supervised billing
- SimplePractice - smaller groups and solo clinicians
- Qualifacts - agencies and community organizations
Specialty depth
- Mental health billing - therapy and psychiatry practices
- ABA therapy billing - authorization-heavy autism care
Getting clinicians in-network
- Behavioral health credentialing - every license type, every payer
- Provider credentialing - the general service
What it costs
Billing is 4-8% of collections, set by specialty and volume. Credentialing is priced per application, per provider. Both are published, which is rarer in this market than it should be.
- No charge on claims that never pay.
- No long-term contract holding you in place.
- Credentialing quoted per application, so a hiring plan can be priced before it starts.
Questions organizations ask us
Do you work with agencies and group practices, or only individual therapists?
This division exists for organizations: group practices, agencies and clinics with several clinicians. We work with solo clinicians too, and our mental health billing page speaks to that practice directly.
Which systems do you work in?
TherapyNotes, SimplePractice and Qualifacts are the behavioral health systems we most often run in, and the full supported list is on our integrations pages. We work inside your existing account; nothing migrates.
We hire clinicians through the year. How does enrollment keep up?
Payer enrollment typically takes 60-90 days per payer, so we start it ahead of each start date and track every application in a standing pipeline. The aim is a clinician whose first week is billable.
Can you take over while claims are in flight?
Yes. The handover assigns a named owner to every open claim, so nothing ages out in the gap between your old arrangement and us.
Do you handle Medicaid and managed care plans?
Yes, and for most behavioral health organizations that is the majority of the volume. The rules move by state and by plan, which is exactly why tracking them is a job rather than a task.
We already have a billing company. What does switching look like?
A written handover with dates: our team credentialed into your systems while your current arrangement finishes what it started, payers notified one by one, and open claims assigned a named owner. The deciding factor is that no claim sits unworked between two vendors.
What do we actually see each month?
A plain-English report: what was billed, what was collected, what was denied and why, and how receivables are aging against payer deadlines. The underlying data stays in your system, so you can check any number yourself.
What does it cost?
Billing is 4-8% of collections depending on specialty and volume. Credentialing is per application, per provider. Every rate is on our pricing page.