Medtransic Behavioral Health
Billing for Group Practices, Agencies and Clinics in Behavioral Health
Medtransic is a behavioral health billing company for group practices, agencies and clinics in all 50 states. Billing is 4-8% of collections and credentialing is $150 per application, per provider. We work inside TherapyNotes, SimplePractice, Qualifacts and the other systems you already run, and you follow every claim in your client portal.
A behavioral health group
one revenue operation
Psychiatrist
medical visits and therapy, billed as two kinds of work
enrolled per payer
Psychologists
testing revenue with its own documentation rules
enrolled per payer
Therapists
time-based sessions, individual, family and group
enrolled per payer
Associates
billed under supervision, payer by payer
enrolled per payer
- Billing
- 4-8%
- of collections, published on our pricing page
- Credentialing
- $150
- per application, per provider
- Typical time
- 60-90 days
- for payer enrollment, in our experience
- Software
- Yours
- TherapyNotes, SimplePractice, Qualifacts and more
Why billing for an organization is different work from solo billing
Substance use records are not ordinary protected health information
Substance use treatment records fall under 42 CFR Part 2, a stricter confidentiality regime than HIPAA. Since the rewrite's 16 February 2026 compliance date, violations carry the same civil and criminal penalties as a HIPAA breach.
Compliance and HIPAA auditsYour hiring calendar and payer enrollment do not agree
Every payer enrolls each new clinician on its own clock. We run enrollment as a standing pipeline tied to your hiring plan, not paperwork that starts on day one.
Behavioral health credentialingAt panel scale, misrouted benefits become a working-capital problem
In a large panel, many clients' therapy benefits route away from the card's insurer, which means months of float every year. Verification has to happen at intake, for every client.
How carve-outs work, in detailAuthorization limits multiply across clinicians
Across a group, each client's remaining sessions sit in nobody's line of sight until delivered care is denied. Somebody has to own the counts across the whole roster.
Authorization tracking in ABAA public-heavy payer mix has shifting rules
Many behavioral health organizations bill more Medicaid and managed care than commercial insurance. Those rules differ by state, plan and year, and tracking them is the core of what we take over.
Working inside QualifactsThis division fits
- Group practices losing revenue to the enrollment lag behind each new 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 two-clinician practice is usually better served by our specialty page for that practice. Mental health billing
- A medical practice outside behavioral health belongs with the main service. Medical billing services
What we run
Claims for every license type
Submission across your whole roster, from the documentation your clinicians already write. The roster runs as one operation, not a stack of caseloads.
Behavioral benefits verified separately, at intake
For every new client, the behavioral benefit is checked apart from the medical one: who administers it, what it costs the client, whether approval is needed. All before the first session.
Authorization counts owned across the roster
Remaining sessions tracked per client, with renewals raised before limits are reached. The goal is no delivered session outside an active authorization.
Denials traced to their cause
Each denial gets a recorded cause, and recurring causes get fixed where they start, usually at intake or documentation. 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.
Enrollment that runs ahead of hiring
New hires enter credentialing before their start date, tracked per payer. Enrollment leads the schedule instead of chasing it.
Your three options, including the ones that are not us
There are three billing models, each suiting 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: clinicians may see insured clients sooner than direct paneling allows. | Direct payer relationships. Platform contracts generally shape your rates and how portable the practice is. | You are moving from private pay into insurance, or want the least administrative load. |
A billing company This is what we are | Your own payer contracts and negotiated rates, with a team inside your systems. | Some simplicity. Credentialing and payer strategy become decisions you make, not ones made for you. | You plan to grow or sell one day, and want the payer relationships to be yours. |
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's holidays, illness and payer knowledge set your limits. | You are small, your payer mix is simple, and you have found someone genuinely good. |
The comparison that matters is not who charges least, but who ends up owning your payer relationships.
How to evaluate any billing company, in detailHow to choose a billing company for a behavioral health group practice
A group has more to check than a solo practice: several clinicians, several license types and hiring through the year. Put the same questions to every company you talk to. Ours are answered beside each one.
| Ask any billing company | Medtransic's answer |
|---|---|
| What will billing cost a group like ours? | 4-8% of collections, set by the work involved. Basic billing is 4%; prior authorizations and more providers move it up. |
| What does each new hire cost to credential? | $150 per application, per provider, so a hiring plan can be priced before anyone starts. |
| Can you bill every license type we employ? | Yes: psychiatrists, PMHNPs, psychologists, therapists and associates billed under supervision, each under the payer's own rules. |
| Will new clinicians be in network by their first week? | We start enrollment when the offer is signed. It usually takes 60 to 90 days with each payer, and every application is tracked. |
| Do we have to change our EHR? | No. We work inside TherapyNotes, SimplePractice, Qualifacts and the other systems on our list. |
| Can the owner see the work? | Yes. The HIPAA compliant client portal shows the practice's claims and credentialing as we work them. |
| Do you cover our states and Medicaid plans? | All 50 states, including Medicaid and managed care plans. |
| What if we want to leave? | No long-term contract. Give 60 days' notice and we work the open claims and hand over to your next billing company. |
| Who answers when we call? | A dedicated account manager, replying within one business day. |
Opening a new group? The organization NPI, Medicare group enrollment and each clinician's reassignment come first. Group practice credentialing
The division, mapped
Systems we work inside
- TherapyNotesgroup practices and supervised billing
- SimplePracticesmaller groups and solo clinicians
- Qualifactsagencies and community organizations
Specialty depth
- Mental health billingtherapy and psychiatry practices
- Therapist billingLCSWs, LPCs, LMFTs and associates
- Couples and family therapy billingfamily sessions and LMFT claims
- Telehealth-only therapy practicesmulti-state and virtual groups
- ABA therapy billingauthorization-heavy autism care
- Psychiatry billingmedication visits with added therapy
- Psychology billingtherapy and assessment practices
- PMHNP practice billingnurse practitioner-led psychiatry
- Child and adolescent mental healthfamily sessions, school-age care
- Psychological testingtesting and evaluation codes
- Mental health IOP and PHPintensive and partial programs
- Substance use treatmentoutpatient and opioid treatment
- Community mental health centersMedicaid-heavy agencies
- Spravato and ketamine clinicsREMS and drug supply routes
- TMS clinicsauthorization-driven series
Getting clinicians in-network
- Behavioral health credentialingevery license type, every payer
- Group practice credentialingopening a new group
- Supervisory billingbilling for pre-licensed associates
- Counselor credentialingLCSW, LPC and LMFT
- Psychologist credentialingPhD and PsyD
- PMHNP credentialingpsychiatric nurse practitioners
- BCBA credentialingbehavior analysts
- Provider credentialingthe general service
What it costs
Billing is 4-8% of collections, set by the scope of work, and credentialing is priced per application, per provider.
- 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 is built for group practices, agencies and clinics with several clinicians. We work with solo clinicians too, and our mental health billing page speaks to them directly.
Which systems do you work in?
Most often TherapyNotes, SimplePractice and Qualifacts. The full supported list is on our integrations pages. We work inside your existing account, and 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.
Do you handle Medicaid and managed care plans?
Yes, and for many behavioral health organizations it carries the bulk of the volume. The rules move by state and by plan, so tracking them is a job, not a side task.
We already have a billing company. What does switching look like?
A written handover with dates. Our team is credentialed into your systems while your current arrangement finishes its work, payers are notified one by one, and open claims get a named owner. No claim sits unworked between two vendors.
What do we actually see each month?
A plain-English report: what was billed, collected and denied and why, and how receivables are aging against payer deadlines. The data stays in your system, so you can check any number yourself.
How do we choose a billing company for a behavioral health group practice?
Check five things: a published price, experience with every license type you employ, credentialing that keeps pace with hiring, a way to see the work on your claims, and how much notice you must give to leave. Our own answers are in the checklist on this page.
What does it cost?
Billing is 4-8% of collections: basic billing is 4%, and prior authorizations or more providers raise it. Credentialing is $150 per application, per provider. There is no long-term contract.
Your client portal, included
Your EHR shows what you billed. Your portal shows what we are doing about it.
Your EHR or practice management system runs your practice, but it does not show you our work. The Medtransic HIPAA Compliant Portal does: every claim and its current stage, the denials we are working, your A/R by age, each payer application and its in-network date, and the documents we still need from you. It is the same record our team works from, and it comes with every client account.
- Did that claim get paid?
- Every claim with its stage and amount, the denials we're working, and your receivables by age.
- Where is my application with Aetna?
- Each payer application shows its stage, its history, and the date you can start seeing that payer's patients.
- What do you still need from me?
- One list of the documents we're waiting on. Upload once, and it reaches every payer that asked for it.
Bring us the roster, the payer list and the aging report
A free consultation tells you what we would take on. If your organization already bills, we can include a revenue audit of what your cycle loses today and what running it as one operation would change.